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Administrator`s User Manual for OrangeHRM Version 3.0

1. Add Direct Deposit Details E Figure 7 6 Add Salary Component Enter the following fields e Pay Grade the pay grade category that the employee falls under Pre defined under Admin Module e Salary Component The different compensation that an employee obtains from the company e Pay Frequency The frequency that an employee is paid his her salary e Currency The currency that employee is paid in pre defined under Admin Module e Amount based onan employee s pay grade category a minimum and maximum salary amount is specified Pre defined under Admin Module and cannot be less than or greater than the specified amount e Comment you may enter any important comment regarding the salary information 49 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom gt Direct Deposit If salaries of employees are to be transferred or deposited into accounts those details can be specified here Add Direct Deposit Details Account Number 67234249911 Account Type Savings Routing Number 15147 Amount 40000 Figure 7 7 Add Direct Deposit Details Click on the Add Direct Deposit Details check box and enter the following details o Account Number o Account Type Savings Checking Others If Others is selected you need to specify other account types that an employee may have o Routing Number routing number of the checks o Amount the amount to be deposited Once you have entered the foll
2. Cd QrangeHrM gt Publish in RSS Feed and Webpage you may publish the vacancy of RSS feed and on the company s webpage The following links will appear to show the pathway ofthe job that was posted as shown in Figure 18 1 Figure 18 1 RSS Feed Click Save once you have defined the job vacancy and it will be listed as shown in Figure 18 2 Job Title Hiring Manager Pa Accountant Jennifer Brown Controller Russel Hamilton IT Manager Anthony Nolan Figure 18 2 Job Vacancy List Applying for a Vacancy Both internal and external applicants can apply for a vacancy through jobs php When an applicant visits the company s website or through the RSS feed they will be directed to the job vacancy portal in jobs php where they will see all the active vacancies of the company as shown in Figure 18 3 Active Job Vacancies Expand all Senior Sales Executive Responsibilities Develop sales strategy business plans account management marketing activities business development Figure 18 3 Active Job Vacancies 108 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM The applicant may click Apply under the particular Job title and they will be directed to the screen as shown in Figure 18 4 Apply for Senior Sales Executive Description Full Name Email ksmith 1 5 gmail com Contact No 909512351 C Users orangehrmiDes Accepts docx doc odt pdf if tt up to
3. Nick Name Military Serice Figure 5 3 Optional Fields added to Personal Details Screen American Mantal Status Single Date of Birth 1990 03 29 Smoker Copyright 2013 OrangeHRM Inc All Rights Reserved 32 OrangeHrom Custom Fields This feature allows the Admin to customize and add fields to all the screen of the PIM Module that may be specific and relevant to the company To add a custom field go to PIM gt gt Configuration gt gt Custom Fields click Add and the screen as shown in Figure 5 4 will appear Add Custom Field Field Name Preterred Contact Details screen Contact Details Type Drop Down Select Options Email Mobile Landline Enter allowed options separated by comma Figure 5 4 Add Custom Field Define the Field Name you want to add the Screen you want the field to appear in the mode of entering the data whether it s a Drop Down selection or Text or Number and the if it s a Drop Down the options the employees can select from Click Save once you have entered the details and the fields defined fora particular screen will then be added The entry added will then be listed as shown in Figure 5 5 You may add a maximum of 10 fields per screen Defined Custom Fields Remaining number of custom fields 6 Ei Custom Field Name Screen Field Type C Preferred Contact Details Contact Details Drop Down Figure 5 5 Define Custom Fie
4. and navigate to your orangehrm directory which is in the www folder or htdocs folder and run the below command sudo chmod R 777 lt orangehrm gt m alll come ee er der i Araneae WWS sudo chmod R 777 orangehrm Copy and paste the name of the OrangeHRM version that you have downloaded in the following URL http localhost orangehrm OR Type the IP address of your PC instead of the localhost Click Next to begin the OrangeHRM installation Step 4 Click I accept to agree and proceed with the installation Configure your database by entering a preferred Database Host Name All the data that is populated into the system later will be stored under this Database Host Name Step 2 Database Configuration Please enter your database configuration information below If you are unsure of what to fill in we suggest that you use the defaull values Database Configuration Database to Use Mew Cglabage X Database Host Name localhost Database Host Pot 1306 Database Name ofangehrm_mysql Privileged Database Username tect Privileged Database User Password Use the same Database User for Orange HRM T OrangeHRM Database Username ig OrangeHRM Database User Password Fe Enable Data Encryption 7 Back Niet Select the two checkboxes based on your requirements Click Next to proceed The System will check for minimum system requirements to install OrangeHRM in your PC Once the system che
5. search for candidates with interviews with a particular hiring managers Candidate Name search fora particular candidate Keywords search for candidates using specific keywords that the candidates may have entered on the application form for easy short listing fora particular vacancy Status search for candidate with the following status of the application Application Initiated Shortlisted Interview Scheduled Interview Passed Interview Failed VVV VV 97 Copyright 2013 OrangeHRM Inc All Rights Reserved F QrangeHrRM gt Job Offered gt Offer Declined gt Rejected gt Hired Method of Application search for candidates who have applied for any vacancy via gt Manual through post email gt Online through the job portal Date of Application search for candidates who have applied fora specific period of time Select the dates from From to To Click Search to perform the candidate search Candidates List Once a candidate applies fora particular vacancy that is posted online they will be populated on the database under the Recruitment Module To view candidates list go to Recruitment gt gt Candidates and the screen as shown in Figure 16 3 will appear CS TT P Jenny Mathews Madhushanka Perera Peter Anderson Past Employee 2013 04 02 Shortlisted Vacancy for Manager IT Lucas Nolan Anthony Nolan 2013 03 29 Interview Scheduled Vacancy for Controller Ryan Parker Russel Hamilton 20
6. to upload another resume document gt Keywords used to search for candidates with specific qualifications needed for a particular vacancy Comment gt Date of Application date of which the application was created VVVVV V The default application status is Application Initiated and the HR Admin can perform the following action for the particular candidate e Shortlist e Reject 99 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Shortlist The Admin or the Hiring Manager can choose to shortlist a particular candidate Select Shortlist from the Action drop down menu and the screen as shown in Figure 16 5 will appear Shortlist Candidate Name Dale Johnson Vacancy Vacancy for Controller Hiring Manager Russel Hamilton Current Status Application Initiated Notes For training Figure 16 5 Shortlist Click Shortlist to shortlist the candidate Click Back to shown the candidate s application history The following action will be reflected under Candidate s History as shown in Figure 16 6 Candidate s History 2013 04 03 shortlisted for Vacancy for Controller by Admin 2013 04 03 Admin assigned the job vacancy Vacancy for Controller Figure 16 6 Candidate s History Reject Alternatively the Admin or Hiring Manager can turn down an application To do so select Reject from the Action drop down menu and click Save and the screen as shown in Fig
7. 15 6 View Project Report Select the Project Name from the drop down menu and the Project Date Range by selecting the dates The default project name is All You may also clickon the Only Include Approved Timesheets if you want to view only projects reports with approved timesheets Click View once completed and the screen as shown in Figure 15 7 will appear Project Report Project Name UBS Project B Activity Name Time Hours Recruitment Vendor Management Figure 15 7 Project Report Employee Reports These reports are available to both HR Admin and ESS Supervisor The Admin can view can reports of all projects that all employees have been assigned to and the ESS Supervisors can view reports of projects that his subordinates were assigned to Here the Admin and ESS Supervisor can track the time employees spent on particular activities To view an employee report go to Time gt gt Reports gt gt Employee Reports and the screen as shown in Figure 15 8 will appear 94 Copyright 2013 OrangeHRM Inc All Rights Reserved d QrangeHrM Employee Report Employee James Olsen Project Name All E Activity Name All el Project Date Range From 9013 04 01 rm To 9013 04 05 Only Include Approved Timesheets m Figure 15 8 View Employee Report Select the Employee Name from the drop down list the Project Name he she was assigned to and the Activity Name he s
8. 1MB Keywords Sales Business Development Notes Back to Job List Figure 18 4 Apply for Job Vacancy The applicant needs to enter the following fields and click Submit to submit the application and the candidate will appear under the candidate database Recruitment Module gt gt Candidates as shown in Figure 18 5 Click on a candidate to perform actions E vacancy id Hiring Manager Date of Application Status Senior Sales Executive kevin Smith John Smith 2013 04 03 Application Initiated Download Figure 18 5 Candidate List 109 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM 10 0 Performance Module This module manages and reviews the performance of all employees where a company can understand how well an employee is performing in relation to their strategic goals and objectives 10 1 KPI List This feature enlists all Key Performance Indicator KPI for all job titles To view KPI List go to Performance gt gt KPI List and the screen as shown in Figure 18 6 will appear search Key Performance Indicators Job Title Key Performance Indicator Job Title Min Rate Max Rate Is Default Attendance Program Manager 10 a op Process optimization Accountant 10 O Punctuality Program Manager 10 E Quota goals Pre Sales Executive 10 Figure 18 6 Key Performance Indicators 110 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM 10 2 Add KP
9. Admin to configure the language settings and translate the OrangeHRM system to the language of your choice To configure localization settings go to Admin gt gt Configuration gt gt Localization and the screen as shown in Figure 5 0 would appear Click Edit to edit the fields The default language of the system is US English however you may also use an already set up browser language to translate the system to the language of choice For example Ifyou are using Firefox as your browser and it s translated in UK English language and you want to use this particular language click on the Use Browser Language if set and select from the Supported Language provided Localization Language US English E Use browser language if set Supported languages Date Format yyyy mm dd 2013 03 29 Figure 5 0 Localization 29 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom The language pack tool can also be obtained from the website by clicking on Language and font help as shown in Figure 5 0 where you will be diverted to the web page or by simply browsing through the OrangeHRM Website www orangehrm com gt gt Community gt gt Translators Date Format Localization This feature allows the HR Admin to set up the date format that will be reflected throughout the whole system as shown in Figure 5 0 Once you have configured the localization settings click Save Modules This featur
10. Check if Privileged Database Username and Password Correct This is due to an invalid MySQL username or password Once you provide a valid MySQL username and password the installation process can be continued 2 Give a unique Database Name Database end already exists The set up will not allow you to have duplicate database names If you have previously installed the OrangeHRM application with the same database name you need to provide a different Database Name for the OrangeHRM system that is being installed Therefore make sure that the Database Name given for each OrangeHRM system installed is unique 3 Linux Users If you are a Linux user provide file permission Ex sudo chmod R 777 projectname Please visit https help ubuntu com community FilePermissions for more information on how to provide file permission 116 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM in order for your Orange HRAM installation to lunction properly please ensure thal all of the system check items listed below are green ff any are red please take the necessary sieps to hx them Component Status for More Information 7 PHP version OK ver 3 2 lubuntu4 15 MySQL Client OK ver 5 1 62 MySQL Server OK ver 1 62 O0ubuntud 10 04 1 MySQL InnoDB Suppor Enabled Write Permissions for libfconis Not Writeable Write Permissions for libAogs Not Writeable Write Permissions for Not Writeable Ssymil
11. Description Details Admin marked the offer as declined for Vacancy for Controller View Admin offered the job for Vacancy for Controller View Admin marked Controller First Interview as passed for Vacancy for Controller View Admin scheduled Controller First Interview on 2013 04 05 at 14 00 with Jennifer Brown for Vacancy for Controller View shortlisted for Vacancy for Controller by Admin View Admin assigned the job vacancy Vacancy for Controller Figure 17 7 Candidate s History 105 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Hire The HR Admin or the Hiring Manager may choose to hire the candidate at this point To hire the candidate click Edit and select Hire from the Action drop down menu and the screen as shown in Figure 17 8 will appear Hire Candidate Name Anne Clinton Vacancy Vacancy for Controller Hiring Manager Russel Hamilton Current Status Job Offered Notes Fast track to team lead management potential Figure 17 8 Hire You may add a note and click Hire to confirm the action Click Back and the action will be reflected under Candidate s History as shown in Figure 17 9 Candidate s History Performed Date 2013 04 03 2013 04 03 2013 04 03 2013 03 29 2013 03 29 2013 03 29 Description IE Admin hired Anne Clinton for Vacancy for Controller Admin offered the job for Vacancy for Controller Admin marked 1st interview as
12. From and To dates e Selecting the status or combination of status of the following o Rejected o Canceled o Pending Approval o Approved o Taken Search for the employee Search by Sub Unit You may also include past employees with your search Leave List cuan 2013 01 01 Ua 2014 12 31 Show Leave with Status All E Rejected E Cancelled F Employee sub Unit All Include Past Employees F Hide Options Pending Approval Scheduled F Taken F Figure 12 5 Leave List Search 7 5 Assign Leave Copyright 2013 OrangeHRM Inc All Rights Reserved 76 a OrangeHrom This feature is only available to an HR Admin and ESS Supervisor The HR Admin can assign leave to all employees while an ESS Supervisor can only assign leave to his subordinates To assign leave go to Leave gt gt Assign Leave and the screen as shown in Figure 12 6 will appear Assign Leave Employee Name John Smith yh ey vie Leave Type Annual Leave Leave Balance 20 00 view details From Date 2013 04 04 To Date 2013 04 05 Comment Assign Figure 12 6 Assign Leave Select the name of the employee you can do this by entering the first letter of his name and you will see list of employees with that letter and you can select the relevant employee then select the leave type the dates in which the leave is to be taken and you can add acomment if necessary The system also shows the remaining leave balance
13. Reserved F QrangeHrm Email Notification Subscribers Leave Cancellations Leave Rejections Performance Review Submissions Click on a notification type to add subscribers Click on Edit button to enable notifications Figure 4 6 HR Admin Notification Subscription The HR Admin may also add other subscribers to the following notifications by clicking on the notification types and you will be directed to the screen as shown in Figure 4 7 Once the fields are added click Save Add Subscriber Name l Lisa Jones Email n lias jones gmail com t Required field Cancel Figure 4 7 Add Subscriber The entry will then be listed as shown in Figure 4 8 and multiple entries of subscribers for a particular notification type may also be added or deleted subscribers Leave Applications Lisa Jones lias _jones qmail com Figure 4 8 Subscriber List for a Notification Type 28 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom When you click Back you will be directed to the Email Notification screen as shown in Figure 4 9 with the added notification subscriber reflected on the screen Email Notification Subscribers Lisa Jones lt lias jones gmail com Leave Approvals Leave Cancellations Leave Rejections Performance Review Submissions Figure 4 9 Email Notification List of Subscribers Localization Language Localization This feature enables the HR
14. an employee go to PIM gt gt Add Employee and the screen as shown in Figure 6 2 will appear 38 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Full Name James Employee ld 0003 Photograph C Users orangehrm D C reate Login Details User Name jolsen Password cower Confirm Password sereoo Status Enabled Figure 6 2 Add Employee Enter the relevant fields and you may also add a picture of the employee To add a picture click on Choose File and select the picture from the relevant path and click Open Employee code is generated automatically but can be changed if required You may also create a user login for the employee through this screen Note Please note that the maximum file size of the picture cannot exceed 1 megabyte Click Save once completed Employee s Personal Details The following information needs to be obtained from each employee to create a complete employee profile that may be used by the company These features are explained in details as we go on 39 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrm Personal Details Contact Details Emergency Contacts Dependents Immigration Job Salary Report to Qualifications Memberships Figure 6 3 Employee Details Column Personal Details One you have added and saved the employee name with his her picture and the user logins the screen as shown in Figure 6 4 will
15. and a screen as shown in Figure 3 3 would appear Click Save once the fields are added 20 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Add Skill Name Description Figure 3 3 Add Skill A list of skill s as shown in Figure 3 4 would appear once a Skill is added You may also add multiple entries of skills Skills C Adobe Software Suite AutoCAD Leadership Marketing Microsoft Visio SE Figure 3 4 Skills List To delete a skill click on the check box next to the skill name Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Education You can define various types of educational qualifications which can be later used in the PIM Module To add an entry select Admin gt gt Qualifications gt gt Education and click Add a screen as shown in Figure 3 5 would appear Click Save once the field is added 21 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Add Education Level Figure 3 5 Add Education A list of education as shown in Figure 3 6 would appear once an Education entry is added You may also add multiple entries of skills Education Figure 3 6 Education List To delete education type click on the check box next to the Education name It is also possible to delete multiple en
16. clicking Add under the Attachment and selecting a file from a relevant path and upload the following file by clicking Upload You may also terminate the employment of an employee by clicking Terminate Employment and the screen as shown in Figure 7 5 will appear Terminate Employment Reason Other Contract Not Renewed Date Deceased Dismissed Laid off Note Physically Disabled Compensated Resigned Resigned Company Requested Resigned Self Proposed Retired Confirm Cancel Figure 7 5 Terminate Employment You may select the employment Termination Reason the Date the current date is the default date the employee was terminated and anote regarding the termination of employment The termination reasons have been pre defined under Configuration gt gt Termination Reasons Click Confirm to confirm the termination The employee name will no longer appear in the employee list database Salary Information with regards to salary of an employee is entered here To define the employee s salary information select Salary from the Employee Details column and the screen as shown in Figure 7 6 will appear 48 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Add Salary Component Pay Grade Level l Salary Component Basic Fay Frequency Monthly Currency United States Dollar Amount 40000 Min 40000 Max 50000 Comments
17. clicking the check box entries you wish to delete and simply clicking Delete 5 2 Job All job related information can be defined in this feature The sub menu consists of the following items Job Titles Pay Grades Employment Status Job Categories Work Shifts Job Titles The job titles specific to the company can be defined in this option To add an entry go to Admin gt gt Job gt gt Job Titles and click Add A screen as shown in Figure 1 4 would appear Click Save once the fields are added 10 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Add Job Title Job Title Job Description Job Specification Figure 1 4 Add Job Title A list of job title s will appear as shown in Figure 1 5 You may also enter multiple job titles You may view Job Title details by clicking on the name of the Job Title Job Titles Add Delete a Job Title Job Description Accountant Audit Trainee Controller E E C Cheif Executive Office Chief Operating Office The leader and head of the organization Al E Finance Manager Company budgets and expenditures Figure 1 5 Job Title List To delete a Job Title click on the check box next to the Job Title name Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Pay Grade The HR Admin can define the pay grade by setting a min
18. entered and the particular work experience will be listed as shown in Figure 8 8 Skills E Leadership Years of Experience E Marketing Figure 8 8 Skills 55 Copyright 2013 OrangeHRM Inc All Rights Reserved F OrangeHrom You may enter multiple entries of skills To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete gt Languages You can enter the various languages that your employees are competent in with the level of competency To enter an employee s language of competency select Qualification under the Employee Details column and click Add under Language and the screen as shown in Figure 8 9 will appear Add Language Language Spanish Fluency Speaking Competency Basic Comments Save Cancel Figure 8 9 Add Language Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 9 0 Languages ri Language Fluency Competency Comments E En glish Speaking Mother Tongue E Spanish Speaking Basic Figure 9 0 Languages You may enter multiple entries of languages To delete an entry click on the check box next to particular entry Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and s
19. entries you wish to delete and simply clicking Delete Job Categories This feature allows the HR Admin to create job categories specific to the company to aggregate job classifications To add an entry go to Admin gt gt Job gt gt Job Categories and click on Add and a screen as shown in Figure 2 2 would appear 14 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Click Save once the field is added Add Job Category Name Director CEO Save Cancel Figure 2 2 Add Job Category A list of Job Category as shown in Figure 2 3 would appear once a Job Category is added To view Job Category details clickon Job Category name You may also add multiple entries of Job Categories Job Categories Job Category Craft Workers Director CEO Laborers and Helpers Office and Clerical Workers Oficials and Managers Figure 2 3 Job Category List To delete a Job Category click on the check box next to the Job Category name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Work Shifts In this feature the HR Admin can define work shifts for an individual or a group of employees To add an entry go to Admin gt gt Job gt gt Work Shifts and click Add and a screen as shown in Figure 2 4 would appear Click Save once the fields are added You may
20. for the specific leave type Click Assign when you are done and the employee and the admin will be notified via e mail The leave balance will also be deducted When the employee logs in to the system and checks his her leave by going to Leave gt gt My Leave he she will see the leave that was assigned to him her as shown in Figure 12 7 T Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrm Employee Name Number of Comments Days 2013 04 17 to Kevin Ryan Annual 3 Pending Select Action 2013 04 19 Leave Approval 3 00 2013 04 03 to Kevin Ryan Annual 3 Taken 3 00 2013 04 05 Leave Save Figure 12 7 ESS Employee My Leave View 7 6 My Leave This menu item is available for ESS Users and ESS Supervisors Personal leave details can be viewed here To view My Leave go to Leave gt gt My Leave and the screen as shown in Figure 12 8 will appear Employee Name Number of Comments Actions Days 2013 04 17 to Kevin Ryan Annual 3 Pending p Select Action 2013 04 19 Leave Approval 3 00 2013 04 03 to Kevin Ryan Annual 3 Taken 3 00 2013 04 05 Leave Figure 12 8 My Leave View An employee can choose to cancel a pending approval leave ora scheduled leave however he cannot make any changes to any other leave status He she can view complete details of leaves by clicking on the Date or Status To cancel a leave request click on the Actions drop down select Cance
21. gt Configure gt gt Holidays and click Add a screen as shown in Figure 10 2 will appear Add Holiday Name Christmas Date 2013 12 25 Repeats Annually Full DawHalf Day Full Day Cancel Figure 10 2 Add Holiday Enter the Name of the Holiday the Date it will occur and checking the Repeats Annually will mean that the holiday will occur on the same date in the following years and select whether the holiday stated will be considered as a Full Day Half Day holiday Click Save once you have defined the holiday Once a holiday is added it will be listed as shown in Figure 10 3 You also have the option to also Search for the holidays that are occurring for a particular leave period Holidays i 2013 01 01 To 2013 12 31 m rare Lo furoamaroar Reres anuar Yes Halloween 2013 08 31 Full Day Christmas 2013 12 25 Full Day Yes Figure 10 3 Holiday List 64 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom You may add multiple entries of holidays You may view edit holidays by clicking on the Holiday name To delete a holiday click on the check box next to the Holiday name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 7 2 Leave Entitlements This feature allows users to add Admin Users only and view employee lea
22. occasionally prevent startup of web server 6 Howto increase PHP and MYSQL performance parameters Please refer https wiki orangehrm com index php 38 29 How to increase PHP and MYSQL performance paramete rs 3F 7 Unable to clickon buttons in the OrangeHRM application The error is encountered when JavaScript and other active scripting components are disabled in your Browser Please visit http enable javascript com to enable JavaScript in your browser For more information please visit https wiki orangehrm com index php Orange FAQ Please contact us on sales orangehrm com for more information 120 Copyright 2013 OrangeHRM Inc All Rights Reserved
23. passed for Vacancy for Controller Admin scheduled 1st interview QA on 2013 04 02 at 10 10 with Jennifer Brown for Vacancy for Controller Shortlisted for Vacancy for Controller by Admin Admin assigned the job vacancy Vacancy for Controller Figure 17 9 Candidate s History Once the candidate is hired he she will be added to the employee database under the PIM Module 106 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM 9 2 Vacancies Here the Admin can create a vacancy for a particular job title required by the company To add a vacancy go to Recruitment gt gt Vacancies and click Add and the screen as shown in Figure 18 0 will appear Add Job Vacancy Job Title Sales Executive Senior Sales Executive Hiring Manager John Smith Number of Positions wie Responsibilities Develop sales strategy business plans account management marketing activities business development Publish in RSS feed 1 and web pagel Figure 18 0 Add Job Vacancy Enter the following fields Job title the position that is needed by the company Vacancy Name the name in which you want the vacancy to be posted as Hiring Manager Number of Positions Description a description of the job role VVV VV WV Active to make the job vacancy active and be posted online You may unselect Active if you want to post the vacancy some other time 107 Copyright 2013 OrangeHRM Inc All Rights Reserved
24. would appear once a Language type is added You may also add multiple entries of languages Languages Delete Figure 4 0 Language List To delete language types click on the check box next to the Language name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Memberships This feature allows the HR Admin to define different membership details ofthe employees which can be later used in the PIM Module To add a membership go to Admin gt gt Qualifications gt gt Membership and click Add a screen as shown in Figure 4 1 would appear Click Save once the field is added 24 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Add Membership Name l Association of International Accountan Save Cancel Figure 4 1 Add Membership A list of membership s as shown in Figure 4 2 would appear once a Membership is added To view membership details clickon Membership name You may also add multiple entries of memberships Memberships Membership Figure 4 2 Memberships List wy To delete a membership click on the check box next to the Membership name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 5 5 Nationalities This feature allows the HR Adm
25. you need to specify if the sub unit is a Department Division or Team Once you have entered the field click Save and the Sub Unit will appear as shown in Figure 3 1 Organization Structure Uog American Company Pvt Ltd T WOO IT Division X Figure 3 1 Sub Unit Structure You may also add further sub units by clicking option next to the relevant fields to indicate the hierarchy levels of the company and create a pyramidal structure of your organization as shown in Figure 3 2 19 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Organization Structure u01 American Company Pvt Ltd E WOO IT Dvision X al Accounts Division X gt Audit X El Finance Division X Figure 3 2 Company Structure Hierarchy To delete an entry you can simply click x next to the relevant sub units Click Done below the screen to save the information You can also collapse expand the sub units by clicking on the and on the right hand side of the sub units to further view the company structure hierarchy 5 4 Qualifications This feature allows you to define all information with regards to employees qualifications The sub menu consists of e Skills e Education e Licenses e Languages Skills You can define various sets of skills which can be later used on the PIM Module To add an entry go to Admin gt gt Qualifications gt gt Skills and click Add
26. 13 03 21 Hired Download Vacancy fpr Finance Manager Harsha Silva Russel Hamilton 2013 03 21 Hired Download Vacancy fpr Finance Manager daniel Pigera Russel Hamilton 2013 03 20 Interview Scheduled Vacancy for Controller Anne Clinton Russel Hamilton 2013 03 14 Interview Scheduled Download Vacancy for Controller Jenny Mathews Russel Hamilton 2012 12 18 Interview Failed Download Figure 16 3 Candidates List To view candidate s application status details and perform an action click on the Candidate name and the screen as shown in Figure 16 4 will appear Click Edit to select perform an action 98 Copyright 2013 OrangeHRM Inc All Rights Reserved a Orangeurom Edit Candidate Full Name Dale Johnsen Email dj123 ymail com Contact Noa luna Status Application Initiated Job Vacancy Vacancy for Controller Select Action Resume CV docx Shortlist Reject Keep Current Delete Current A Replace Current Keywords Controller Comment Date of Application 2013 04 01 Figure 16 4 Candidate s Application Status Details The following information will be populated on the screen Full Name Email Contact No Job Vacancy Status You may select if you want to shortlist or reject the particular candidate Resume o Keep Current You may retain the current resume o Delete Current delete the current resume o Replace Current replace current resume with another resume for which you will be prompted
27. 14 5 Actions Performed on the Timesheet Submitted James Olsen 2013 04 02 Approved Kevin Ryan 2013 04 02 Figure 14 5 Actions Performed on the Timesheet by ESS Supervisor HR Admin Approve Reject Employee Timesheet The HR Admin can view all employees timesheet When an employee submits a time sheet the HR Admin and other users with admin rights can also View Edit Approve Reject an Employee Timesheets To action an employee timesheet go to Time gt gt Time Sheets gt gt Employee Time sheets and the screen as shown in Figure 14 6 will appear Select Employee Employee Name Timesheets Pending Action Kevin Ryan 2013 04 01 to 2013 04 07 View Figure 14 6 HR Admin View Timesheet Details The HR Admin may search and view employee s timesheet through the Select Employee box and by entering the employee name and clicking View Timesheets with pending action can also be viewed on the screen Click View to see the details of the each timesheet under Timesheets Pending Action and the screen as shown in Figure 14 7 will appear 88 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Timesheet for Kevin Ryan for Week 2033 04 01 to 201 3 04 07 gq Add Timesheet Citibank Project A Vendor Management 5 00 6 00 5 00 6 00 6 00 0 00 0 00 28 00 Status Submitted Timesheet Action Comment Figure 14 7 HR Admin View Edit Approve Reject Timesheet The HR Admin can ap
28. 19 3 Search Performance Reviews You may search for a particular performance review ofan employee by using the search criteria gt From To The date period for the particular performance review 114 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM gt Job Title employees with the specified job title to be reviewed gt Subdivision the subdivision of the employee s to be reviews gt Employee the employee s name gt Reviewer the reviewer s name Simply click on the employee name to initiate the performance reviewand the screen as shown in Figure 19 4 will appear Performance Review Employee Harshani Silva Job Title Pre Sales Executive Reviewer Ryan Parker Review Period 2013 04 03 2013 04 05 Status scheduled Key Performance Indicator Min Rate Max Rate Rating Reviewer Comments Quota goals 10 Figure 19 4 Performance Review of an employee Click Edit to enter details gt Rating rate the employee based on the KPI with the assigned Min and Max Rate gt Reviewers Comments you may enter a comment based on the KPI gt Note you may enter an overall note regarding the employee s performance review 115 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 11 0 Troubleshooting During the Installation Process 1 Are you receiving the following error message while installing OrangeHRM Access denied for user root localhost using password NO Please
29. 2013 04 02 16 59 00 2013 04 02 17 02 00 Figure 15 5 Employee Record in Detail If the HR Admin has configured the attendance settings the following options Edit Delete and Add Attendance Record could be seen and selected To edit the record click Edit enter the appropriate data and click Save To delete the record click on the checkbox beside the record and click Delete To add another attendance record click Add Attendance Records and enter the appropriate details Note To add another attendance record click on the Add Attendance Records twice once to punch in and once again to punch out 8 3 Reports This feature is only available to both an ESS Supervisor and the HR Admin They can view the following in details e Project Report e Employee Report e Attendance Summary Project Report This feature is available to the Admin and ESS Supervisors The Admin can view can reports for all projects and the ESS Supervisors can view reports of projects administered by them or projects assigned to them To view project reports go to Time gt gt Reports gt gt Project Reports and the screen as shown in Figure 15 6 will appear 93 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Project Report Project Name Citibank Project A Project Date Range From 3013 04 02 rm TO 5973 04 12 Only Include Approved E Timesheets Figure
30. Attendance gt gt My Records and the screen as shown in Figure 15 2 will appear 91 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom My Attendance Records ae 2013 04 02 Figure 15 2 View My Records Enter the date you want to view the attendance record and the screen as shown in Figure 15 3 will appear Punch In Note Punch Out Note Duration Hours E 2013 04 05 17 26 00 2013 04 05 21 29 00 GMT GMT 5 5 a Total Figure 15 3 My Records in Details If the HR Admin has configured the attendance settings the following options Edit and Delete could be seen and selected To edit the record click Edit and to delete the record click on the checkbox beside the record and click Delete Employee Records This feature is available to both ESS Supervisor can view his her subordinates attendance records and HR Admin can view all employees attendance records To view employee records go to Time gt gt Attendance gt gt Employee Records and the screen as shown in Figure 15 4 will appear View Attendance Record Employee Name Kevin Ryan Date 2013 04 02 Figure 15 4 View Employee Records 92 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom You may enter the Employee Name and the Date you want to view the attendance record for and the screen as shown in Figure 15 5 will appear Add Attendance Records EE FT Kevin Ryan
31. Cd QrangeHrM Administrator s User Manual for OrangeHRM Version 3 0 yt iy t All Rights Reserved Published in the United States of America This publication is protected by copyright and permission must be obtained from the publisher prior to any prohibited reproduction storage in retrieval system or transmission in any form or by any means electronic mechanical photocopying and recording or likewise For more information please contact us on info orangehrm com Copyright 2013 OrangeHRM Inc All Rights Reserved Oran SHRM Contents EaD Ae E E E E E E E E N E E 3 Piao iyo ere wee ENS I O eE eect ne enn nn ee ee ee 3 2A MMM Hardware TRU SN wc cscs cece ences tec ansscrveneens eens ener eae ries 3 see OY AU 5 Ol MEUM PANEER Sasa caachesa ses O A R 3 JU MEOR OT MO ERR 8 Maca iny ccs cacy cx vncticn este ce cata eas cvs wan staan a 4 A E I a E E E E E A E E E A 7 DOAGN M VRE i AR coves euee et earn eeteetapeteeeenecaeotanace 8 SNAUE E a ET BM cc E E ca cece as can ches E A E eed E a ee eee 9 240 en ee 10 ee Or 0 E 17 SEAD o UID A sens eas A erases tau ues numum din asa E EE A E E E nts E EE A AN AA T A 20 ONAA E ne ee eee 25 SR eR O U1 ie Lm C0 0 eeenerene ne nen nner nomen nee nenrseris tress ier nr arene rere err eae ee eee eee eee ee eee eee eee 27 RUD Dy assoc eater cece nce A aceon a caas ces cmea euscn ce amen ap esiwesancdanaecsasercun bsamepeuseansts 31 ood WOE Ta aTa emer mn E E er en ei
32. E en row E a oe ene ene neo eee E 31 PEEMOT e Or Cy Rr rn eee rr Cen ner ne ee eee ene eee eee 38 COANE 0 i o eee ee ee ee ee 38 POLC MO ease sess wcven cig e ccs a N aga ganna seats ca eas ea nem ananassae cecev pose A NTInENEIReE 60 TECO DU E E N 61 TLEN CEE UA E E ecm cece cag contecenesnsereusanteceuesaiaseveuszens 65 Fg FRI E E E E Tara maT AEA E A LAREN E TIENTS 71 p Pea E o Ogre nese ee re nn mn no nS oe Or aE Oe re EEE a e are eer 74 BF geo tN SNA LEIV sects ac cc acca cs Sexes cc evecare EAS 76 LOMY MC AVE swinsitesenkostesinceinsic isnt dved ana iandhie hon tuiu aa Nu LGN as aed lectins niente 78 PL GPU xc esscu i csesacose E A vn eee pees eee cenoas eee pene TeRRNe EERE 79 COTE N tC on ee a ee ee 80 GLTO SON S eee ee 81 SAPA EE 1 Ol een E eee eee ee eee eee eee ee eee 89 Go REDOT S vassu nnn asasvi nusatinananssuunbedsnnsainnatanaesstsiiosavad esis hnesicatncaeaninsiansinenninasaiiusiviaicisaNbansiatsdpiussaa puabidalubieatuvesurebspabsbad ceatapubanienialanusnidsaneiataiennt 93 AAD Ce CULT Lay Cayo eer ne EN eee ee ee ee ee eee eee 97 pe x Ti rs 10 0 1 8 2 coker ere er eee ee er ee ee ee eee ee eee ee ee ee ee ere ee 97 OV AN Be E E E E A E A E A E atacesespencesnec E 107 100 PT iy a MOONE i REA ener 110 PS E A E E A E A E E A A E E E eee Seen eee 110 oa a E E E E E A A A A A E 111 OT GN A a a e E E E E E 112 U eaa a ea E E E E E ETE EE eee ee 113 UGGS aaa NE NEN NE R E ean 114 ILO Troupe DOON A 116 LO wilele UR SIILE kgs ec Car8 E
33. Edit and the screen as shown in Figure 13 9 will appear 84 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Edit Timesheet for Week 2013 04 01 CM YO Citibank Project A Vendor Management UBS Project B Recruitment B 4 Figure 13 9 Edit Timesheet Note Project Info needs to be defined first to enable employees to add a timesheet for the projects he she was assigned to They can select from the Project Name and Activity Name that was assigned to him her and enter the number of hours spent for each activity for the whole week You may also add a row by clicking Add Row to enter another timesheet record for another project activity Click on the checkbox beside the project name before you click Save to save the following records and the screen as shown in Figure 14 0 will appear Timesheet for Week 2013 04 01 to 2013 04 07 Att timesheet a e a E Citibank Project A Vendor Management 0 00 17 00 UBS Project B Recruitment 4 4 4 3 0 00 18 00 Status Not Submitted Figure 14 0 Save Timesheet You may also remove a particular record after the timesheet has been saved by clicking Edit and the screen as shown in Figure 14 1 will appear Click on the checkbox for the particular row you want removed and click Remove Rows and the record will no longer appear on the timesheet record 85 Copyright 2013 OrangeHRM Inc All Rights Reserved Orange
34. Hrom Edit Timesheet for Week 2013 04 01 a C O E Citibank Project A Vendor Management 3 00 UBS Project B Recruitment Figure 14 1 Remove Rows Once the necessary changes have been made click Submit to submit the completed timesheet and you will see the status change from Not Submitted to Submitted as shown in Figure 14 2 Timesheet for Week 2043 04 01 to 2013 04 07 m Au Timesheet CL aae e a Citibank Project A Vendor Management 0 00 17 00 UBS Project B Recruitment 4 l 4 4 3 l 0 00 18 00 Status Submitted Actions Performed on the Timesheet Submitted James Olsen 2013 04 02 Figure 14 2 Submit Timesheet The action performed by the user on the timesheet will appear below the screen indication the Action performed who it was Performed By and the Date it was performed Once the timesheet has been submitted it will be sent to the HR Admin if the HR Admin has subscribed to the following notification type and his her supervisor Approving Employee Timesheet ESS Supervisor Approve Reject Timesheet When an employee submits a time sheet it will be sent to his supervisor The supervisor will see the submitted timesheets by going to Time gt gt Timesheets gt gt Employee Timesheets and the screen as shown 86 Copyright 2013 OrangeHRM Inc All Rights Reserved OrangeHrom in Figure 14 3 will appear The ESS Supervisor will only see the timesheets s
35. I The HR Admin can define a KPI for a specific job title To do so go to Performance gt gt Add KPI and the screen as shown in Figure 18 7 will appear Add Key Performance Indicator Job Title Customer Relationship Ma nager ie Key Performance Indicator Quota goal Minimum Rating Maximum Rating Make Default Scale Figure 18 7 Add Kep Performance Indicator Enter the Job Title you wish to define a KPI for define the KPI and define the Minimum and Maximum rating for the KPI If you select Make Default Scale the defined minimum and maximum rating will be pre populated for all KPIs added in the future Click Save once all the fields are entered The following Key Performance Indicator will then be listed under KPI List see Figure 18 6 111 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM 10 3 Copy KPI You may copy a KPI from one job title to another through this feature To do so go to Performance gt gt Copy KPI and the screen as shown in Figure 18 8 will appear Copy Key Performance Indicators KPI Already Exists This Operation Deletes Existing KPI Ok Cancel Copy From Program Manager l Copy To Accountant le Figure 18 8 Copy Key Performance Indicators Click Save once you have selected the fields Note Once you copy a KPI from one job title to another job title with an existing KPI the operation will delete t
36. Leave Added 2013 01 01 2013 12 31 20 00 Figure 11 3 ESS Supervisor View of Subordinate Entitlement ESS Employee View of Leave Entitlements An ESS Employee is only able to View his leave entitlement when he she logs in To view go to Leave gt gt Entitlements gt gt My Entitlements and a screen as shown in Figure 11 4 will appear My Leave Entitlements Leave Type Leave Period All 2013 01 01 2013 12 31 Leave Type Entitlement Type Valid From Valid To Annual Leave Added 2013 01 01 2013 12 31 20 00 Total 20 00 Figure 11 4 ESS Employee View of Leave Entitlements 70 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 7 3 Reports This feature allows users to generate Leave Entitlements and Usage Reports of employees The HR Admin can select between two main criteria when generating reports Leave Type and Employee Figure 11 5 1 Leave Entitlements and Usage Report Generate For Select Leave Type Employee Figure 11 5 1 Generate Reports For If the HR Admin selects Leave Type he will then be presented with the following fields to select from Figure 11 5 2 Leave Entitlements and Usage Report Generate For Leave Type From Job Title Leave Type Annual Leave 2013 01 01 2013 12 31 i All Location Sub Unit Include Past Employees F A All E Figure 11 5 2 Leave Type Report Generation view Once the appropriate fields are sele
37. O ks a U6 geen ene ee aaa ARAA ee ee ee ee 119 Copyright 2013 OrangeHRM Inc All Rights Reserved A Orangenrm 1 0 Audience This document is intended as a complete guide for using OrangeHRM 3 0 This document is specially designed for non specialists specialists may find the document a useful point of reference By reading this guide you will learn how to use OrangeHRM through the elements of the graphical user interface and what s behind some of the advanced features that are not always obvious at first sight It will hopefully guide you around some common problems that frequently appear for users of OrangeHRM 2 0 Supported Environment 2 1 Minimum Hardware Requirements Processor Intel x86 Architecture 3GHz processor or equivalent RAM 2 GB RAM Hard Disk 40GB Note This configuration will support up to 100 users If you have more users this configuration may not be sufficient Please contact support orangehrm com to get the optimized hardware requirements 2 2 Software Requirements e Operating System Windows XP Windows 7 Windows Server 2003 Windows Server 2008 Linux distributions such as Ubuntu Fedora Redhat e Apache Version Apache 2 2 e MySQL Version 5 1 36 e PHP Version 5 3 5 5 2 10 2Ubuntu6 4 e Browser Internet Explorer 8 Firefox Google Chrome Safari Note JavaScript should be enabled in all the browsers e Web Server Packages XAMPP WAMPP LAMPP Note If PHP MySQL amp A
38. appear Mark Interview Failed Candidate Name Lucas Nolan Vacancy Vacancy for Manager IT Hiring Manager Anthony Nolan Current Status Interview Scheduled Notes Under qualified for this position Mark Interview Failed Figure 17 2 Mark Interview Failed You may write a note and click Mark Interview Failed to confirm the action Click Back and the action will be reflected under Candidate s History as shown in Figure 17 3 Candidate s History 2013 04 03 Admin marked SE 1st Interview as failed for Vacancy for Manager IT 2013 03 29 Admin scheduled SE 1st Interview on 2013 04 04 at 10 50 with Nick Silverstone for Vacancy for Manager IT 2013 03 29 Shortlisted for Vacancy for Manager IT by Admin 2013 03 29 Admin assigned the job vacancy Vacancy for Manager IT Figure 17 3 Candidate s History 103 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Offer Job The HR Admin or the Hiring Manager may offer the candidate the job To do so click Edit and select Offer Job from the Action drop down menu and the screen as shown in Figure 17 4 will appear Offer Job Candidate Name Dale Johnson Vacancy Vacancy for Controller Hiring Manager Russel Hamilton Current Status Interview Passed Notes Fast track to team lead Figure 17 4 Offer Job You may enter a note and click Offer Job to confirm the action Click Back and the action will be reflected un
39. appear You can also edit the personal details listed below by clicking Edit on the bottom of the screen Clicks save once the fields are added You can edit the following Code Employee Id No Last Name First Name Middle Name Nick Name Nationality Select from a list of pre defined nationalities Date of Birth Other Id Marital Status Select from the drop down Smoker If the employee is a smoker click on the box Gender Click on the relevant gender Driver s License Number License Expiry Date Military Service 40 Copyright 2013 OrangeHRM Inc All Rights Reserved F QrangeHrm James Olsen Personal Details Full Name Employee Id Other Id Drivers License License Expiry Date Number Marital Status sender Male Female Personal Details Nationality Date of Birth PETRE American Contact Details Emergency Contacts Nick Name Dependents cee Military Service Immigration Qualifications Attachments Memberships Figure 6 4 Personal Details Click Save once completed You may also upload any attachment that would support the details you have entered on the form by clicking Add under the Attachment and selecting a file from arelevant path and upload the following file by clicking Upload as shown in Figure 6 5 Add Attachment Select File C Userslorangeh rmiDes Browse Accepts up to 1MB Comment Birth Certi
40. assign employees to the particular shift by selecting the employee s name from the Available Employees box and Add him her to the Assigned Employees box 15 Copyright 2013 OrangeHRM Inc All Rights Reserved OrangeHrom Note An Employee list needs to be created first under the PIM Module before assigning employees to a particular work shift Add Work Shift Shift Name Day Shift Hours Per Day g Available Employees Assigned Employees Peter Anderson Mark Boucher Jennifer Brown Russel Hamilton Kevin Mathews Anthony Nolan Ryan Parker Harshani Silva Nick Silverstone Add gt gt Remove lt lt Figure 2 4 Add Work Shift A list of work shifts as shown in Figure 2 5 would appear once a Work Shift is added To view Work Shift details click on Work Shift name You may also add multiple entries of work shifts Work Shifts Delete EI Shit Name Hours Fer Day C Night Shift US EO Day Shift US Figure 2 5 Work Shifts List To delete a work shift click on the check box next to the Work Shift name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 16 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrRM 5 3 Organization All information about the organization the structure and locations are defined here General Information Basic details o
41. ate format If gender is specified value should be either male or female Each import should be configured for 100 records or less maximum of 100 records can be imported Multiple import files may be required you may carry out multiple imports but maximum of 100 records or less per data import 34 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Sample CSV File Download to view the column format To import data select the file by clicking Browse and select the CSV file you want to upload Click Upload once you have selected the file The data will then be populated onthe Employee List screen Reporting Methods The HR admin can define the reporting method between an ESS Employee and an ESS Supervisor To define the reporting method go to PIM gt gt Configuration gt gt Reporting Methods and click Add the screen as shown in Figure 5 7 will appear Add Reporting Method Name SelfReport Reporting Methods Name Direct Indirect Figure 5 7 Add Reporting Method Direct and Indirect Reporting Method are already pre defined To add enter the reporting method Name and click Save The reporting method name will then be listed as shown in Figure 5 8 35 Copyright 2013 OrangeHRM Inc All Rights Reserved OrangeHrom E Direct E Indirect C SelfRepor Figure 5 8 Reporting Method You may also add multiple entries of reporti
42. ave To define a leave period go to Leave gt gt Configure gt gt Leave Period and a screen as shown in Figure 9 8 will appear Click Edit to enter fields Leave Period Start Month January Start Date End Date December 31 Curent Leave Period 2013 01 01 to 2013 12 31 Figure 9 8 Define Leave Period Copyright 2013 OrangeHRM Inc All Rights Reserved 61 a OrangeHrm You can define the Start Month and Start Date from the drop down menus The system will automatically set the End Date as to have a one calendar year leave period Click Save and the current leave period will be stated below the End Date This will be the default leave period Leave Types Through this section the admin and any other user with admin rights will be able to define leave types which are compatible with the HR policies of the company To add leave types go to Leave gt gt Configure gt gt Leave Types and the screen as shown in Figure 9 9 will appear Click Add to enter a field Once the field is added click Save By clicking the Is Entitlement Situational option that leave type will be excluded from reports unless there is some activity e g maternity leave jury duty leave Add Leave Type Name Annual Leave Is entitlement Situational Figure 9 9 Add Leave Type Once a leave type is added it will be listed as shown in Figure 10 0 You may add multiple entri
43. ck is complete click Next Copyright 2013 OrangeHRM Inc All Rights Reserved CA OrangeHrom Step 3 System Check In onder for your Orange HAM installation to function property please ensure thal all of the system check items isted Dow ane geen N any are red pieise lake ibe peoessam Sheps to fix Pen Camponent Status PHP version OK wer 6 4 8 MySQL Client ver 4 1 or later recommended reported ver mysqind 6 0 7 dev 097210 Revision 04626 MySQL Server OK ver 6 6 8 MySQL InnoDB Support Default Venke Permissions for Tipong OK Yine Permissions for Iblis OK Vinte Permissions for OK syinifony apps orangehmyviconig Vinte Permissions for syintory cache OK Vinite Permissions for symilony tog OK Maori session be Tire belone Treat OK Memory allocated for PHP scrip OK Web server allows htaccess files OK Back Re aeck Re Dee geal You can create an administrator account to login to the system by entering the preferred Username and Password Welcome License Database Configuration System Check Admin User Creaton _ Step 4 Admin User Creation After OrangeHRM is configured you wil need an Administrator Account to Login into Please fill in the Username and User Password for the Administrator login Admin User Creation OrangeHRM Admin Username Admin OrangeHRM Admin User Password sooo Confirm OrangeHRM Admin User Password ppap Back Next Nargedt Once the installatio
44. country from the drop down Street 1 Street 2 City Town State Province If the country is United Sates you can select from the drop down or you need to enter it manually ZIP Code Home Telephone Mobile 10 Work Telephone 11 Work Email 12 Other Email OOND ee eS Ne Once you completed this form click Save Emergency Contact Contact details of an employee which will be needed during an emergency can be entered here Select Emergency Contacts from the Employee Details column and the screen as shown in Figure 6 8 will appear Add Emergency Contact Name Michael Olsen Relationship Falher Home Telephone 1 245 691 4531 Mobile Work Telephone Figure 6 8 Add Emergency Contact 43 Copyright 2013 OrangeHRM Inc All Rights Reserved a Orangeurom Enter the Name of the person you wish the company to contact in case of emergency the Relationship of the employee to the contact person provided and a Home Telephone or Mobile Number the company can reach him her Click Save once the fields are added the emergency contact will be listed as shown in Figure 6 9 Assigned Emergency Contacts E Relationship Home Telephone Mobile Work Telephone Michael Olsen Father 1 245 691 4531 Attachments Add Figure 6 9 Assigned Emergency Contacts You may add multiple entries of emergency contact person To delete an entry click on the check box next to particu
45. ct List Entering and Submitting a Timesheet This feature functions in different ways depending on the user type The Admin will be able to view timesheets of employees while a Supervisor can also do the same and in addition can enter his timesheet details however anormal ESS User can only enter his timesheet details When an ESS Employee or an ESS Supervisor wants to enter his her timesheet they can go to Time gt gt Timesheet gt gt My Timesheets and the screen as shown in Figure 13 8 will appear This option is not available to the Admin Timesheet for Week 2043 04 01 to 2013 04 07 jx Att Timesheet Papaman Auten Ln tn wes tus res sats snr Toa No Records Found Status Not Submitted Figure 13 8 Enter Timesheet The current week will populate under the Timesheet for week You may also add a timesheet for another week period by clicking Add Timesheet and another field Select a Day to Create Timesheet will appear in which you can select the first day of the week from the drop down menu and the system will automatically calculate a one week time period from the date entered as shown in Figure 13 0 Note Once you have added a timesheet fora specific week you cannot move from one timesheet of a specific week period to another unless you have entered the details for the current one Once you have determined the week period for the timesheet you can now enter the timesheet details by clicking
46. cted the Admin can then click View and will be presented with the leave report of all employees based on the previously selected criteria Figure 11 6 Leave Entitements Days Leave Pending Approval Days Leave Scheduled Days Leave Taken Days Leave Balance Days James Olsen Kevin Ryan John Smith Figure 11 6 Employee Leave Report T1 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom If the Employee option is selected under Generate For Figure 11 5 1 the HR Admin can generate the leave entitlement and usage report for any employee The name of the employee will need to be inserted into the Employee filed and a report will be generated for that employee as shown in Figure 11 7 Leave Entitlements and Usage Report Generate For Employee From Employee James Olsen 2013 01 01 2013 12 31 Required field Leave Type Leave Entitlements Leave Pending Approval Leave Scheduled Leave Taken Leave Balance Days Days Days Days Days Annual Leave sick Leave Figure 11 7 Leave Entitlements and Usage Report of a single employee The Admin user can see view the Leave Entitlements and Usage Report of all employees as well as himself herself if he she is also an employee ESS Supervisor users can view the Leave Entitlements and Usage Reports of only his her subordinates as well as for themselves Leave gt gt Reports gt gt My Leave Entitlements and Usage Repor
47. ction has been applied will no longer appear in the leave list as shown in Figure 12 3 A mail will be then sent to the employee and he can view the status of his leave application Date Employee Name Pave eav Number of Status comments Actions Y alance lays No Records Found Figure 12 3 Leave Status Notified to Employee Alternatively you may action the following leave request by selecting an action from the drop down menu of Actions or you may clickthe Date Status to view the a detailed information ofthe leave request and action them individually as shown in Figure 12 4 Select necessary actions to the leave request and click Save Leave Request 2013 04 17 to 2013 04 19 Kevin Ryan Leave Duration Status Comments Actions Balance Hours Days 2013 04 17 Annual 14 1 9 00 Pending Approval Select Action Leave 2013 04 18 Annual 0 9 00 Pending Approval Select Action ie Leave 2013 04 19 Annual i 9 00 Pending Approval Select Action ml Leave Figure 12 4 Leave Request in Detail 19 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM Once the necessary actions have been made to the leave requests they will no longer appear in the leave list A mail will be then sent to the employee and he can view the status ofhis leave application Search Leave List You can view leave using the search toolbar as shown in Figure 12 5 by e Specifying the period using the
48. d the screen as shown in Figure 14 9 will appear Click Save once done Attendance Configuration Employee can change current time when punching in out Employee can edit delete own attendance records supervisor can add edit delete attendance records of subordinates Figure 14 9 Attendance Configuration Punch In Punch Out This feature allows capturing the number of hours an employee spends working for the company This feature is only available to the ESS Supervisor and ESS User To access the Punch In Out tab go to Time gt gt Attendance gt gt Punch In Out and the screen as shown in Figure 15 0 will appear 90 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Punch In Date cise ied r 2013 04 02 mm Time 46 59 HH MM Note Figure 15 0 Punch In If the HR Admin has configured the attendance settings the Time for both punch in out could be changed otherwise the system will automatically capture the system time Once you click In the screen as shown in Figure 15 1 will appear To punch out click Out My Records Punch Out Punched in Time 2013 04 02 16 59 ee 2013 04 02 rey Time 47 01 HH MM Note Figure 15 1 Punch Out This feature is available to both ESS Employee and ESS Supervisor Once you have punched in and punched out the details of your personal attendance record will be shown under My Records To view details go to Time gt gt
49. date s History Mark Interview Passed Once a candidate has completed his interview the HR Admin or the Hiring Manager may pass or fail the candidate based on the interview To mark interview as passed select Mark Interview Passed from the Action drop down menu and the screen as shown in Figure 17 0 will appear Mark Interview Passed Candidate Name Dale Johnson Vacancy Vacancy for Controller Hiring Manager Russel Hamilton Current Status Interview Scheduled Notes 1stinterview passed Mark Interview Passed Figure 17 0 Mark Interview Passed You may write a note and click Mark Interview Passed to confirm action Click Back and the following action will be reflected under Candidate s History as shown in Figure 17 1 102 Copyright 2013 OrangeHRM Inc All Rights Reserved F QrangeHrm Candidate s History 2013 04 03 Admin marked Controller First Interview as passed for Vacancy for Controller 2013 04 03 Admin scheduled Controller First Interview on 2013 04 05 at 14 00 with Jennifer Brown for Vacancy for Controller 2013 04 03 Shortlisted for Vacancy for Controller by Admin 2013 04 03 Admin assigned the job vacancy Vacancy for Controller Figure 17 1 Candidate s History Mark Interview Failed The HR Admin or the Hiring Manager can also mark the interview failed To do so select Mark Interview Failed from the Action drop down menu and the screen as shown in Figure 17 2 will
50. der Candidate s History as shown in Figure 17 5 Candidate s History Performed Date 2013 04 03 2013 04 03 2013 04 03 2013 04 03 2013 04 03 Description Admin offered the job for Vacancy for Controller Admin marked Controller First Interview as passed for Vacancy for Controller Admin scheduled Controller First Interview on 2073 04 05 at 14 00 with Jennifer Brown for Vacancy for Controller View shortlisted for Vacancy for Controller by Admin View Admin assigned the job vacancy Vacancy for Controller Figure 17 5 Candidate s History 104 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Decline Offer If incase the offer was declined by the applicant then it can be listed as a Decline Offer To mark the application as decline offer click Edit and select Decline Offer from the Action drop down menu and the screen as shown in Figure 17 6 will appear Decline Offer Candidate Name Dale Johnson Vacancy Vacancy for Controller Hiring Manager Russel Hamilton Current Status Job Offered Notes Salary disagreement Decline Offer Figure 17 6 Decline Offer You may enter a note and click Decline Offer to confirm the action Click Back and the following action will be reflected under the Candidate s History as shown in Figure 17 7 Candidate s History Performed Date 2013 04 03 2013 04 03 2013 04 03 2013 04 03 2013 04 03 2013 04 03
51. e enables the HR Admin to configure the display hide settings of the modules of the system To configure the module display settings go to Admin gt gt Configuration gt gt Modules and the screen as shown in Figure 5 1 will appear Click Edit to edit module display You may select from the list the modules you want to be displayed hidden Click Save one module configuration is completed Module Configuration Enable Admin module Enable PIM module Enable Leave module Enable Time module Enable Recruitment module Enable Performance module Figure 5 1 Module Configuration 30 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 6 0 PIM Module This core module maintains all relevant employee related information including different types of personal information detailed qualifications work experience job related information etc Information captured in this module is utilized by all other modules thus eliminating data redundancy Records can be either entered manually one by one or imported from a CSV file You cannot import all the details but you can edit the remaining fields The functionality of the PIM Module differs depending on the rights of the user The HR can e Configure optional custom fields data import from CSV define reporting methods and termination reasons that will be used throughout the module e View all employee details e Add employee on the list e Generate em
52. e same time by clicking the check box entries you wish to delete and simply clicking Delete 3 Copyright 2013 OrangeHRM Inc All Rights Reserved F QrangeHrRM 6 2 Employee List Lists all the employees entered and imported into the PIM You can view edit details of a particular employee by clicking on the employee s name or ID To view the employee list go to PIM gt gt Employee List and the screen as shown Figure 6 1 would appear Pi a Employment r b Last Name Job Title Status Sub Unit Location Supenisor Boucher Finance Full Time Finance HQ Manager Fermanent Division Brown Audit Trainee Full time Finance QO Mark Boucher Contract Division Clinton Controller Hamilton HR Admin Full Time i Q kevin Fermanent Mathews Nick Silverstone Mathews IT Manager Part Time IT Division Contract Figure 6 1 Employee List You may add multiple entries of employees by clicking Add through the screen as shown in Figure 6 1 or you may go to PIM gt gt Add Employee to enter employee details See Figure 6 2 To delete an employee clickon the check box next to particular entry Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 6 3 Add Employee A new employee is added to the system here Other than importing details this feature allows to add an employee and define a very informative profile To add
53. efault job title sub unit employment status is All You may also select the date range you want to view the report for Click View and the screen as shown in Figure 16 1 will appear Attendance Total Summary Report Employee Name Kevin Ryan From 2013 04 01 To 2013 04 05 Employee Name Time Hours Kevin Ryan Total Figure 16 1 Attendance Summary Report 96 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 9 0 Recruitment Module The Recruitment Module manages the recruitment process of acompany The Admin can create Vacancies which will be listed on the link via jobs php A link has to be made on the website to take the applicant to jobs php Successful applicants are added to the system 9 1 Candidates Here the Admin can view the overall status of employee s applications and search for candidates using the criteria provided To perform a candidate search go to Recruitment Module gt gt Candidates and the screen as shown in Figure 16 2 will appear Candidates Job Title All Hiring Manager All Candidate Name Date of Application From To yyyy mm dd yyyy mm dd Method of Application Figure 16 2 Candidates Job Title search for the candidates who have applied fora specific job title that may not be necessarily posted Vacancy search for the candidates who have applied fora vacancy posted on the website Hiring Manager
54. elect the file and click Upload to upload it as shown in Figure 9 3 Add Attachment select File C Userstorangehrm Des Browse Accepts up to 1MB Comment University Certificates Figure 9 3 Add Attachments Once you have uploaded the file the file will be listed as shown in Figure 9 4 Attachments E Uni Certificates docx Un iversity Certificates 993 k applicationnd openxmiformats 2013 04 02 Admin officedocumentwordprocessingml document Figure 9 4 Manage Attachments To delete an entry click on the check box next to the particular entry and click Delete Multiple selections can be deleted simultaneously Membership If employees are members of any committee institute etc those details can be entered here To enter employee s membership details select Membership from the Employee Details column and click Add and the screen as shown in Figure 9 5 will appear 58 Copyright 2013 OrangeHRM Inc All Rights Reserved OrangeHrom Add Membership Membership Association for Financial Professi Subscription Paid By Company Subscription Amount 4000 Snot United States Dollar Subscription Commence anan Date 2013 01 01 Subscription Renewal Date 3013 12 31 Cancel Figure 9 5 Add Membership Details Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 9 6 Assigned Memberships ri Membership Subscriptio
55. es of leave types You may view edit leave type by clicking on the Leave Type name 62 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Leave Types Leave Type C Annual Leave E Maternity Leave E SickLeave Figure 10 0 Leave Types List To delete a leave type click on the check box next to the Leave Type name Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Work Week The HR Admin and any other users with admin rights will be able to define the work weeks for all employees To define work week go to Leave gt gt Configure gt gt Work Week and the screen as shown in Figure 10 1 will appear Click Edit to define the work week In this feature you can define the days that the company operates whether they are Full Day Half Day Non Working Day Work Week Monday Full Day Tuesday Full Day Wednesday Full Day Thursday Full Day Friday Full Day Saturday Non working Day sunday Non working Day Click Save once you have configured the work week settings 63 Copyright 2013 OrangeHRM Inc All Rights Reserved F QrangeHrM Holidays The HR admin and other users with admin rights can define holidays that will be applicable to the entire company and will be taken into consideration while calculating leave duration To define Holidays go to Leave gt
56. es who report to him To define the supervisors and the subordinates of a particular employee select Report to from the Employee Details column and the screen as shown in Figure 7 9 will appear Assigned Supervisors No Records Found Assigned Subordinates No Records Found Attachments Add Figure 7 9 Report to 51 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM To assign a supervisor subordinate for a particular employee click Add under Assigned Supervisors or Assigned Subordinate and the screen as shown in Figure 8 0 and Figure 8 1 will appear respectively Add Supervisor Name Reporting Method Self Report Other Figure 8 0 Add Supervisor Add Subordinate Name John Smith Reporting Method Ta Self Report Other Cancel Figure 8 1 Add Subordinate Enter the Name of the supervisor subordinate and select from the Reporting Method selections Click Save once the fields are entered Once the supervisor subordinates have been defined they will be listed as shown in Figure 8 2 Assigned Supervisors Kevin Ryan Direct Assigned Subordinates John Smith Direct Attachments Figure 8 2 Assigned Supervisors Assigned Subordinates 52 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom You may enter multiple entries of supervisors or subordinates fora particular employee To dele
57. f the company can be entered on this screen To start adding information go to Admin gt gt Organization gt gt General Information and click Edit Click Save once fields are entered as shown in Figure 2 6 User Management Job Organization Qualifications Nationalities Manage News Documents Configuration Notifications Audit Trail General Information Organization Name American Company Pvt Ltd agi a BS 753145 Number of Employees 9 Registration Number A23456 Jana 202 0172112345 bee 08145788888 Email sales_rep benedicts com Address Street 1 Address Street 2 9th Street NW California CA 10090 ony California State Province Zip Postal Code Country United States x Note IT solutions and installations Figure 2 6 General Information Locations Under Locations the HR admin can add details of sites and branches of the company You are also able to track the number of employees working fora particular location once employees are tagged to the locations when building up the PIM Module To add a location go to Admin gt gt Organization gt gt Location and click Add and the screen as shown in Figure 2 7 would appear Click Save once the fields are added 17 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangenHrom Name a Select State Province City Address Zip Postal Code Phone Fax Notes Figure 2 7 Add Location Once a location is added it will be l
58. ficate Upload Cancel Figure 6 5 Attachments 41 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM You may upload multiple entries of supporting attachments You may edit the following attachments by clicking Edit on the right hand end of a particular entry as shown in Figure 6 6 To delete an attachment click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Attachments C Birth Certificate docx Birth Certificate 993k applicationvnd openxmiformats 2013 04 02 Admin Edit officedocument wordprocessingml document E Image jpg Profile picture 78 31 k image jpeg 2013 04 02 Admin Edit Figure 6 6 Manage Attachments Contact Details Contact information of an employee can be entered from here Click on Contact Details from the Employee Details column and the screen as shown in Figure 6 7 will appear Contact Details Address street 1 14 Victoria Street Address Street 2 City New York State Province New York fip Postal Code 14321 Country United States eee 1 1231 562 9452 Mobile Work Telephone Work Email jolsen12 gmail com Other Email Figure 6 7 Contact Details 42 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Click Edit to enter the information You can edit the following Country Select the
59. for approval The status of your leave application can be seen in My Leave as shown in Figure 13 0 19 Copyright 2013 OrangeHRM Inc All Rights Reserved d QrangeHrRM Date Employee Name Leave Number of Status Comments Actions Type amea Days Days 1 67 0 33 2013 04 26 Kevin Ryan Annual Pending Half day leave Select Action l Leave Approval 0 33 2013 04 17 to Kevin Rya Annual 6T 3 00 Pending Go to Detailed View 2013 04 19 Leave Approval 2 00 ocheduled 1 00 2013 04 03 to Kevin Ryan Annual 3 61 3 00 Taken 3 00 2013 04 05 Leave Save Figure 13 0 My Leave View 8 0 Time Module The Time Module automates attendance maintenance and punch in out The functionality of the module allows the employees of the company to create and submit weekly timesheets and the Supervisors to modify approve and reject the timesheets These timesheets are created based on Activities within Projects that are being done for various Customers While attendance is tracked through punch in out employees can specify the time spent of projects assigned to them Depending on each user the functions vary The Admin can Add Project Information Customers Projects and Activities View Edit Approve Reject Employee Timesheets View any employee s attendance records Configure attendance settings for all employees View project reports for any project undertaken by the company The ESS Supervisor can View project informatio
60. gure 13 4 would appear and project activities can be added for the particular project To add a project activity Click Add and Save once the field is added Activities Activity Name Figure 13 4 Add Project Activities You may also copy a project activity from another project using the Copy From option To copy a project activity from another project click Copy From fill in the desired Project name that you wish to copy an activity from select the required Activity from the list and then add the activity that needs to be copied by clicking on Copy as shown in Figure 13 5 Copy Activity ProjectName Citibank Project A Vendor Management gt r Reguired field Figure 5 13 Copy Project Activity The selected project activity will then be added to the list of project activities as shown in Figure 13 6 Activities Activity Name C Recruitment E Vendor Management Figure 13 6 Copied Project Activity Listed A list of projects for a particular customer will then be listed as shown in Figure 13 7 You may also add multiple entries of projects To delete an entry click on the check box next to the Customer name It is also 83 Copyright 2013 OrangeHRM Inc All Rights Reserved S possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Customers Oa A A Figure 13 7 Proje
61. he Add Leave Entitlement window as shown in Figure 10 4 To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete m Leave Entitlement Type Valid From Valid To E Annual Leave Added 2013 01 01 2013 12 31 Figure 10 8 View Employee Entitlement To edit the leave entitlement click on the number of days entitled under Days or the date under Valid From or Valid To and the window as shown in Figure 10 9 will appear The Admin will only be able to change the Leave Period and the Entitlement Click Save once the values have been changed 67 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Edit Leave Entitlement Employee John Smith Leave Type Annual Leave ee 2013 01 11 2013 12 31 Entitlement 20 00 Cancel Figure 10 9 Edit Employee Entitlement ESS Supervisor View of Leave Entitlements An ESS Supervisor is only able to View his own leave entitlement Leave gt gt Entithlements gt gt My Entitlements and his subordinates leave entitlements Leave gt gt Entitlements gt gt Employee Entitlements when he she logs in Figure 11 0 Note An HR Admin will enter the leave entitlement on behalf of an ESS Supervisor and an ESS Employee cei Time Performance Myli My Leave Entitleme
62. he respective existing KPI and replace it with the copied one Click OK to replace the existing KPI If you wantto copy a KPI from one job title to another job title without an existing KPI the operation will simply just copy the KPI from one job title to another as shown in Figure 18 9 Copy Key Performance Indicators Copy From Accountant Copy To Cheif Executive Office Figure 18 9 Copy Key Performance Indicators Click Save once you have selected the fields and the KPI copied will be listed as shown in Figure 19 0 112 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Key Performance Indicator Job Title Min Rate Wax Rate Is Default 1 10 Attendance Program Manager Process optimization Accountant 10 Yes Cheif Executive Office 10 Program Manager l 10 Pre Sales Executive 10 Figure 19 0 Key Performance Indicators for Job Title You may enter multiple entries of KPIs for different Job titles To delete an entry click on the check box next to particular entry Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 10 4 Add Review This feature allows a performance review agenda for a particular employee To enter performance review details fora particular employee goto Performance gt gt Add Review and the screen as shown in Figure 19 1 will appear Add Performance Review Emplo
63. he took part in and define the Project Date Range by selecting from the dates The default project name and project activity is All You may also click on the Only Include Approved Timesheets if you want to view only employee reports with approved timesheets Click View once completed and the screen as shown in Figure 15 9 Employee Report Employee Hame James Olsen Project Name Activity Name Time Hours Citibank Project A Vendor Management UBS Project B Recruitment Total Figure 15 9 Employee Report Attendance Summary These reports are available to both HR Admin and ESS Supervisor The Admin can view can the attendance summary of all employees while an ESS Supervisors can view the attendance summary of his her 95 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM subordinates Here the Admin and ESS Supervisor can track the time employees have spent working in the company To view an employee s attendance summary go to Time gt gt Reports gt gt Attendance Summary and the screen as shown in Figure 16 0 will appear Attendance Total Summary Report Employee Name Kevin Ryan Job Title All sub Unit All Employment Status All Pum 2013 04 01 2013 04 05 Figure 16 0 View Attendance Summary Report Select the Employee Name from the drop down list his her Job Title and Sub Unit he she falls under and his her Employment Status The d
64. imply clicking Delete 56 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom gt License Here you can enter the licenses an employee can have To enter an employee s licenses select Qualification under the Employee Details column and click Add under License and the screen as shown in Figure 9 1 will appear Add License License Type Certified Management Accountar License Number 67564 i i 2017 04 01 Issued Date 2010 04 01 rm Cancel Figure 9 1 Add License Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 9 2 License Eg cin E Certified Management Accountant CMA 2010 04 01 2017 04 01 Figure 9 2 Licenses You may enter multiple entries oflicenses To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete gt Attachments Supporting documents of a particular employee that might be needed by the management can be attached here For example you can attach documents like personal profile certificates or the resume of an employee 57 Copyright 2013 OrangeHRM Inc All Rights Reserved OrangeHrom Please note that each document cannot exceed 1 megabyte but you can attach more than one document To attach click Browse s
65. imum salary maximum salary step increase and the currency to be paid in To add an entry go to Admin gt gt Job gt gt Pay Grades and click Add and a screen as shown in Figure 1 6 would appear Click Save once the field is added 11 Copyright 2013 OrangeHRM Inc All Rights Reserved A OrangeHrom Add Pay Grade Name Figure 1 6 Add Pay Grade Once you click Save the screen in Figure 1 7 would appear and you can now define the currency and the minimum maximum salary for each pay grade created You can define the pay grade by clicking Add under Assigned Currencies and then providing the pay details under Add Currency Click Save to save the currency for the Pay Grade Edit Pay Grade Name Level 3 Add Currency Currency USD United States Dollar Minimum Salary 40000 Maximum Salary 50000 Cancel Figure 1 7 Assign Pay Grade You can assign multiple currencies here and each currency defined will be listed as shown in Figure 1 8 12 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Edit Pay Grade Name Assigned Currencies C United States Dollar 40 000 00 50 000 00 Utd Arab Emir Dirham 100 000 00 110 000 00 Figure 1 8 Pay Grade Currency List You can edit details of a particular currency by clicking on the Currency name All pay grades added will be listed as shown in figure in 1 9 To view Pay Grade detai
66. in to define the different nationalities that present in the company which can later be used in the PIM Module Various nationalities are already pre defined To add a nationality go to Admin gt gt Nationalities and click Add a screen as shown in Figure 4 3 would appear Click Save once the field is added 25 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Add Nationality Name British Cancel Figure 4 3 Add Nationality A list of nationalities as shown in Figure 4 4 would appear once a Nationality is added You may also add multiple entries of nationalities Nationalities Delete Nationality Albanian Algerian American Andorran Figure 4 4 Nationalities List To delete a nationality click on the check box next to the Nationality name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 26 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 5 6 Configuration This feature allows you to subscribe and receive notifications and to configure the parameters in setting up the email so notifications will be sent to relevant persons which will quicken the communication processes It also allows the HR admin to configure language localization for the entire system set up a date format and enable disable module display Email Configurat
67. ing Delete You may also upload any attachment that would support the details you have entered on the form by clicking Add under the Attachment and selecting a file from arelevant path and upload the following file by clicking Upload 45 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Immigration Immigration information can be entered here To add immigration information of a particular employee select Immigration from the Employee Details column and the screen as shown in Figure 7 2 will appear Add Immigration Document Passport A Visa Number A5745675673 Issued Date 1997 04 01 Expay Dale 2020 04 01 Eligible Status Issued By United States Eligible Review Date tie Comments Cancel Figure 7 2 Add Immigration Select the document type Passport or Visa you wish to add details of the Number whether it is a passport number or a visa number the Issued Date Expiry Date the Eligible Status of his Passport Visa and the Eligible Review Date as to when the eligibility status was reviewed You may write a comment if necessary Click Save once the fields are added and the following immigration documents will be listed as shown in Figure 7 3 Assigned Immigration Records a os zE El Pass port A5T456 75673 United States 1997 04 01 2020 04 01 Attachments Add Figure 7 3 Assigned Immigration Documents 46 Copyrigh
68. ion Configuration of mail settings is essential to accommodate sending and receiving notifications related to the Operations performed within the OrangeHRM application Ex leave management Mail Configuration Mail Sent As Sending Method donotreply orangeHRMLive com SMTP Host SMTP Port smtip gmail com Use SMTP Authentication No Yes SMTP User SMTP Password donotreply orangeHRMLive com eeeeeeeeeeee User Secure Connection No SSL TLS Send Test Email Test Email Address Figure 4 5 Mail Configuration To configure the mail settings go to Admin gt gt Configuration gt gt Email Configuration a screen as shown in Figure 4 5 would appear Enter the fields accurately by clicking Edit and then a test mail to an email address of your choice could be sent to check functionality Click Save when you have entered all the settings and you may check the email account if you specified an address to receive the test mail Email Subscriptions This feature will allow the admin to subscribe to email notifications that will be sent to the employees and supervisors in the system A copy of the mail will be sent to the email address specified by the Admin He she can also select what copies of notifications he should receive To subscribe to a notification type go to Admin gt gt Configuration gt gt Email Subscriptions and a screen ashown in Figure 4 6 would appear 21 Copyright 2013 OrangeHRM Inc All Rights
69. isted as shown in Figure 2 8 You may also enter multiple locations You may view location details by clicking on Location Name a ree o 2 e e e Nombor Emoyas m HQ 10 California United States 23156234757 London London United Kingdom 442011134545 0 Figure 2 8 Location List To delete a location click on the check box next to the location name Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Structure This feature allows the admin to define the hierarchy of the company by defining sub units Since the parent company is already defined in the General Information it would automatically appear in the Company Structure screen Note You need to define the company name of the parent company before you create the Company Structure 18 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM To add a sub unit to the company structure go to Admin gt gt Organization gt gt Structure and clickon as shown in Figure 2 9 and the screen shown in Figure 3 0 would appear Organization Structure Figure 2 9 Add Sub Unit OrangeHRM Add Unit Name IT Division Description Lay unit will be added under U001 American Company Pvt t Figure 3 0 Sub Unit Details Note Company Structure may be defined according to the company s specifications and hierarchy When entering the fields
70. ities Configuration Figure 1 1 Admin Module The Admin Module consists of User Management Add multiple HR Admins who will control the system create logins for general users through ESS Users Job Allows the HR admin to define job titles specifications pay grades employment status job categories and work shifts Organization Allows the HR admin to enter store general company info structure ofthe organization and locations of sites Qualifications Define various skills set education background license types languages and memberships Nationalities Define different nationalities Configuration Configure all email notifications language localization and enable disable module display Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 5 1 User Management This feature allows the HR Admin to administer users by creating logins and defining privileges by assigning User Types Admin or ESS To add a system user go to Admin gt gt User Management gt gt Users and click Add a screen as shown in Figure 1 2 would appear Click Save once the fields are added Note An employee list needs to be created first under the PIM Module to create user logins Alternatively a user login could be created when adding employees under the PIM Module refer to Chapter 6 3 To create a user login the following needs to be entered User Role You can assign user roles for each user whether they
71. l and click Save If the email notifications functionality has been configured see section 5 6 for more information email notifications on leave application cancellations rejections and approvals will be sent to the employee who has applied for leave as well as to the Admin Users who have subscribed for the leave management mail notifications 78 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 7 7 Apply All users except for the Admin unless he is an employee can apply leave from this option To apply fora leave go to Leave gt gt Apply and the screen shown as shown in Figure 12 9 will appear Apply Leave Leave Type Annual Leave Leave Balance 14 00 view details From Date 2013 04 26 aoe 2013 04 26 Time From 09 00 To 12 00 Duration 3 Comment Half day leave Figure 12 9 Apply Leave Select the leave type from the drop down menu and the From Date and To Date you require the leave once you Select the dates you will see the From Time To Time and Total Hours You can enter the times and the Total Hours would automatically populate The Leave Balance would also appear indicating how may leave balance you have for the particular leave type You may also add acomment on why you need the leave Once you have filled in the details click Apply and a mail will be sent to the Supervisor as well as the Admin if configured under Notifications
72. lar entry Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete You may also upload any attachment that would support the details you have entered on the form by clicking Add under the Attachment and selecting a file from arelevant path and upload the following file by clicking Upload Dependents If an employee has any dependants you can enter them here To add a dependent click on Dependents from the Employee Details column and the screen as shown in Figure 7 0 will appear 44 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Add Dependent Name Mary O Connor Relationship Other Please Specify Wife Date of Birth 7994 01 19 Figure 7 0 Add Dependent Enter the Name of the dependant ofthe employee the Relationship of the dependant to the employee and the Date of Birth of the dependant Click Save once you have entered the following fields and the dependant will be listed as shown in Figure 7 1 Assigned Dependents Relationship Date of Birth 1994 01 19 Attachments Add Figure 7 1 Assigned Dependents You may add multiple entries of dependants To delete an entry click on the check box next to particular entry Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply click
73. lds 33 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom You may also add multiple entries of custom fields To delete a custom field click on the check box next to the Custom Field Name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Data Import This feature allows the Admin to import data from a CSV file To import data go to PIM gt gt Configuration gt gt Data Import and the screen as shown in Figure 5 6 will appear CSV Data Import Select File C Users orangehrm D Column order should not be changed First Name and Last Name are compulsory All date fields should be in YY Y Y MM DD format lf gender is specified value should be either Male or Female Each import file should be configured for 100 records or less Multiple import fles may be required sample CSV file Download Upload Figure 5 6 CSV Data Import The following guidelines are stated fora smooth flow of data import Column order should not be changed the column format of the CSV File should be the same as the Sample CSV File Click on Sample CSV File Download to view the column format First Name and Last Name are compulsory All data fields should be in YYYY MM DD format if you have configured the date format under Localization see Figure 5 0 the date will then be converted from YYYY MM DD to the localized d
74. ls click on Pay Grade name Pay Grades Delete a Fay Grade Currency E Level 1 United States Dollar Utd Arab Emir Dirham E Level United States Dollar Figure 1 9 Pay Grades List To delete a Pay Grade click on the check box next to the Pay Grade name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Employment Status Employment Status allows you to define the status of employment employees are hired for or if they are terminated To add an entry go to Admin gt gt Job gt gt Employment Status and click Add and a screen as shown in Figure 2 0 would appear Click Save once the field is added 13 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Add Employment Status Name Regular Contract Figure 2 0 Add Employment Status A list of Employment Status as shown in Figure 2 1 would appear once an Employment Status is added To edit an employment status click on the Employment Status name Employment Status Employment Status Freelance Full time Contract Full Time Permement Full Time Probation Part Time Contract Part Time Internshiy Figure 2 1 Employment Status List To delete an Employment Status click on the check box next to the Employment Status name It is also possible to delete multiple entries at the same time by clicking the check box
75. n and view edit add project activities if he she is the project admin Enter modify and submit personal timesheets View Edit Approve Reject Add timesheets of his subordinates 80 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom e Enter his her punch in out time e Enter time events spent on the project activities e View his subordinates employee attendance records e View subordinate s project reports and attendance summary The ESS User can e View project information and view edit add project activities if he she is the project admin e Enter modify and submit personal timesheets e Enter punch in out time e Enter the time events for the activities of the projects he she is working on 8 1 Time Sheets Project Info Customers Projects and Activities Here information regarding projects customers project activities and project administrator can be defined which can be later used for project management activities Customers You can enter details of your customers that can be used to define projects and project activities To add a customer go to Time gt gt Project Info gt gt Customers and click Add a screen as shown in Figure 13 1 would appear Click Save once the fields are added Add Customer Name Citibank Description Figure 13 1 Add Customer The customer will then be listed as shown in Figure 13 2 You may also add multiple entries of customers To view de
76. n Paid By Subscription Amount Subscription Commence Date subscription Renewal Date Company 4000 00 USD 2013 01 01 2013 12 31 Company 1500 00 USD 2012 01 01 2013 12 31 Attachments Add Figure 9 6 Assigned Memberships You may enter multiple entries of memberships To delete an entry click on the check box next to particular entry Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete You may also upload any attachment that would support the details you have entered on the form by clicking Add under the Attachment and selecting a file from arelevant path and upload the following file by clicking Upload 59 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 7 0 Leave Module A comprehensive leave management module with extensive possibilities of defining leave types company holidays applying for and assigning of leave for the employees of the company It caters for all application and approval processes and is able to display information on leave entitlement balance history etc The functionality of the Leave Module differs depending on the rights of the user The Leave Module will be described from the perspective of an administrator an ESS User who is a supervisor and the normal ESS user The Admin can View Leave Entitlements for each employee and entitle leave days of each available ty
77. n is complete click Next Once you have successfully installed OrangeHRM register yourself to receive additional support and services from OrangeHRM Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Step 3 Login to the OrangeHRM System Login to the OrangeHRM system by using the Administrator account that you created during the installation process 4 0 The System Log in to the OrangeHRM System using the Administrator account that you created Orangeurom OPEN SOURCE HR MANAGEMENT Password Forgot your password OrangeHRM ver 3 0 1 OrangeHRM Inc 2005 2013 All rights reserved in me Ss B Figure 1 0 Login Panel Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 5 0 Admin Module The Admin Module provides you with full control of all settings that affectthe action of your OrangeHRM implementation Through the Admin Module you can Define the company hierarchy pay grades work shifts projects memberships qualifications etc Add other administrators and set access levels for each user Handle security issues Configure email notifications Configure language localization and date format that will be reflected throughout the whole system Enable Disable Module display The Admin Module is the central control of the system and setting it up accurately is important for smooth operation Admin User Management Job Organization Qualifications National
78. ng methods To delete a reporting method click on the check box next to the Reporting Method Name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Termination Reasons This feature allows the HR Admin to define various termination reasons that is used by the company To add a termination reason go to PIM gt gt Configuration gt gt Termination Reason and click Add the screen as shown in Figure 5 9 would appear Click Save once the fields are added Add Termination Reason Name Illness Cancel Figure 5 9 Add Termination Reason 36 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom The entry will then be added to the list as shown in Figure 6 0 Contract Not Renewed Deceased Dismissed Laid off Other Physically Disabled Compensated Resigned Resigned Company Requested Resigned self Proposed Retired Figure 6 0 Termination Reasons The following are default termination reasons e Contract not renewed e Deceased e Dismissed e Laid off e Other e Physically Disabled Compensated e Resigned e Resigned Company Requested e Resigned Self Proposed e Retired You may also add multiple entries of termination reasons To delete atermination reason click on the check box next to the Termination Reason name It is also possible to delete multiple entries at th
79. ns being disabled or session lifetime set too short thereby the session is expired in between requests sent to the web server Increase the session lifetime You may have to contact a system administrator if you are only given limited access 4 Ihave entered the username and password but nothing happens JavaScript is either disabled or unsupported in your browser You need to use a JavaScript enabled browser to use OrangeHRM Please visit http enable javascript com to enable JavaScript in your browser 5 Why can t I access OrangeHRM after I install one click installer e Please check if you have installed other web server software like IIS Sun Web Server etc 119 Copyright 2013 OrangeHRM Inc All Rights Reserved d QrangeHrRM e Ifyou have other servers check the ports used by each server They need to run in different ports Please make sure you are accessing OrangeHRM through the correct port Ex If the port apache server uses for http is 8080 your address should be http localhost 8080 OrangeHrm version Ifnot you might have given a hostname when installing the exe Ex Say the name given was testserver Then you should try the url http testserver orangehrm e One other option would be to check whether the service is indeed running e Run services msc in windows run dialog box and check in the list whether the service apache is running e Check whether software like Skype is running as it will
80. nts Reports Cmi Figure 11 0 ESS Supervisor Entitlements menu To view his her own leave entitlement the ESS Supervisor has to click on Leave gt gt Entitlements gt gt My Entitlements He she can then search by Leave Type or Leave Period Clicking Search will show all available leave entitlements as shown in Figure 11 1 68 Copyright 2013 OrangeHRM Inc All Rights Reserved CA QrangeHrM My Leave Entitlements Leave Type Leave Period All 2013 01 01 2013 12 31 Leave Type Entitlement Type Valid From Valid To Annual Leave Added 2013 01 01 2013 12 31 20 00 Total sl Li Figure 11 1 ESS Supervisor My Entitlements To view a subordinates leave entitlement the Supervisor has to click on Leave gt gt Entitlements gt gt Employee Entitlements and then type in the name of the subordinate under Employee and select the Leave Type and Leave Period as shown in Figure 11 2 Leave Entitlements Employee Leave Type Leave Period James Olsen All 2013 01 01 2013 12 31 Figure 11 2 ESS Supervisor Subordinate Entitlement Search 69 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Clicking Search will then show the leave that has been entitled to that subordinate as shown in Figure 11 3 Leave Entitlements Employee Leave Type Leave Period James Olsen All 2013 01 01 2013 12 31 Leave Type Entitlement Type Valid From Valid To Annual
81. ony apps orangehrn foonfiig Write Permissions for Not Writeable Syimilony cache Write Permissions for Not Writeable symilony log Maximum Session idle Time OK es before Timeout Register Globals tumed off OK Memory allocated for PHP script OK Web server allows htaccess Not enabled This makes Orange HRM thes vulnerable to security attacks Web server requires write privilege to the following directory Vvankvnwre lcoppilive 2 5 menge 2 6 10Aib conts After Installation 4 A Blank Page Displayed This might be due to several reasons e You might be using an older version of Internet Explorer e JavaScript might be disabled in your browser e You might be using IIS or a different web server We recommend Apache server or you could install xampp wamp package instead e You might have to increase the PHP and MySQL parameters Please visit the following link to change parameter values https wiki orangehrm com index php 38 29 How to increase PHP and MYSQL performance par ameters 3F Take backups of php ini and my ini or my cnf files before making any changes 117 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM While Using OrangeHRM 5 Web Page Time Out A The connection has timed out The server at N is taking too long to respond a The site could be temporarily unavailable or too busy Try again in a few moments If you are unable to iad any pages check your comp
82. owing details click Save and the following salary components with the direct deposit details will be listed as shown in Figure 7 8 Assigned Salary Components E Basic Monthly United States Dollar 40000 Direct Deposit Details Account Number Account Type Routing Number Amount 67834248911 Savings 15147 40000 00 Attachments Add Figure 7 8 Assigned Salary Components 50 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom You may enter multiple salary components To delete an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete You may also upload any attachment that would support the details you have entered on the form by clicking Add under the Attachment and selecting a file from arelevant path and upload the following file by clicking Upload Report To Here you can define to whom the particular employee will report to or who his subordinates are Once this is done the particular supervisor will be able to view the following when he logs in e PIM of the particular employee e Leave Summary of his subordinates e Leave List of his subordinates e Attendance Report of his subordinates e Time Sheets of his subordinates You can set an employee to report to more than one supervisor and a supervisor can have many subordinat
83. pache are manually configured web server packages are not required Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom 3 0 Installing OrangeHRM Step 1 Install the environment for OrangeHRM Install the environment for OrangeHRM Apache MySQL and PHP using XAMPP WAMPP Download XAMPP for Windows at http www apachefriends org en xampp windows html XAMPP OR x Download WAMPP recommended version 2 0 and above for Windows at http www wampserver com en download php Note Alternatively you may download orangehrm one self extracting installer for windows This package automatically installs Apache MySQL and PHP utilities which are required to run OrangeHRM Step 2 Download OrangeHRM Please visit http www orangehrm com download php to download OrangeHRM Self extracting Installer Provided that both Apache and MySQL are running you can access OrangeHRM via your web browser Step 3 Installation Process Once the download is complete go to the destination folder where OrangeHRM was downloaded in your PC Copy the OrangeHRM folder amp paste the OrangeHRM folder in the htdocs folder My Computer gt gt Local Disk gt gt xampp gt gt htdocs If you have installed WAMPP paste the OrangeHRM folder in the www folder Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Note Ifyou are a Linux user first change the file permission of OrangeHRM Open the terminal console
84. pe Generate Leave Entitlements and Usage Reports for himself herself and all employees Configure leave periods leave types work week and holidays Assign Leave for any employee See Scheduled Leave for any employee See list of Taken Leave for any employee If the admin user is an employee then he will see the Apply My Leave and Entitlements options along with the rest of the features A Supervisor can View the Personal or Employee subordinate Leave Entitlements Generate Leave Entitlements and Usage Reports for himself herself and his her subordinates View the Leave List Apply Leave Assign Leave for his her subordinates Approve Reject Leave for his her subordinates The ESS User can View the Personal Leave Entitlement Generate Leave Entitlements and Usage Reports for himself herself View the detailed leave information Apply for leave 60 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM 7 1 Configure The HR admin is able to configure the following that will be reflected throughout the Leave Module as shown in Figure 9 7 Admin PIM Leave Time Recruitment Performance Entitlements Reports Configure Leave List Assign Leave Leave Period Start Month Figure 9 7 Configure e Leave Period e Leave Types e Work Week e Holidays Leave Period The HR Admin and other users with admin rights are able to define the leave period that will be used when applying assigning le
85. ployee report ESS Supervisor can e View his personal details as well as his her subordinates ESS Employee e Has no access to the PIM module but can view his personal details under the My Info Module 6 1 Configuration This allows the HR Admin to add optional fields and custom fields to the module define various termination reasons reporting methods and import data from CSV Optional Fields This feature allows the admin to add fields to the Personal Details screen that may be specific to the company or country To configure the Optional Fields settings go to PIM gt gt Configuration gt gt Optional Fields and the screen as shown in Figure 5 2 will appear 31 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM Configure PIM Show Deprecated Fields Show Nick Name Smoker and Military Service in Personal Details Country Specific Information Show SSW field in Personal Details E Show SIN field in Personal Details E Show US Tax Exemptions menu Figure 5 2 Optional Fields Configuration You may click on the checkbox beside the field you want to add and click Save once the fields are selected The field s selected will then be reflected under the Personal Details screen as shown in Figure 5 3 Personal Details Full Name Boucher Employee Id a004 Other Id Driver s License Number py 9369 7347 License Expiry Date 9020 03 10 Gender Male Female Nationality
86. prove or reject a timesheet and also enter a comment They can also edit the timesheet by clicking Edit if there are any discrepancies before approving or rejecting the timesheet Once approved or rejected the particular employee will also be updated with the status and the status will change from Submitted to either Approved or Rejected The action performed by the HR Admin will then be listed under Actions Performed on the Timesheet as shown in Figure 14 8 Actions Performed on the Timesheet Action Performed By Comment submitted Kevin Ryan 2013 04 02 Approved Admin 2013 04 07 Figure 14 8 Actions Performed on the Timesheet by HR Admin 8 2 Attendance All attendance records are maintained and recorded under Attendance menu Depending on the user the attendance functions vary The Admin can e Generate project attendance and employee reports for all the employees e Configure user rights with regards to attendance 89 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom The ESS Supervisor can e Punch In Out e View personal reports e Generate project attendance and employee reports for subordinates The ESS User can e Punch In Out e View personal time reports Configuration The admin can select what privileges the employees and supervisors will have on the punch in out and attendance For configuration go to Time gt gt Attendance gt gt Configuration an
87. t If an employee is an Admin user or ESS Supervisor or then he she will see an extra menu item under Leave gt gt Reports called My Leave Entitlements and Usage Report Figure 11 8 Reports Leave List Assign Leave Leave Entitlements and Usage Report My Leave Entitlements and Usage Report Figure 11 8 Admin Employee and ESS Supervisor menu view 12 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM The user can select the Leave Period under the From dropdown menu and then click on View The following screen will appear as shown in Figure 11 9 My Leave Entitlements and Usage Report From 2013 01 01 2013 12 31 2013 01 01 2013 12 31 2014 01 01 2014 12 31 View Leave Type Leave Entitlem Leave Pending Approval Leave Scheduled Leave Tak Leave Balance Days Days Days Days Days 0 0 0 ents en Annual 20 00 0 00 20 00 Leave Sick Leave i i i 0 0 Figure 11 9 My Leave Entitlements and Usage Report If the user is an ESS User then he will see the following menu Figure 12 0 Figure 12 0 ESS User menu view The ESS user can then select the Leave Period under the From dropdown menu and can then click on View as shown in Figure 12 1 Copyright 2013 OrangeHRM Inc All Rights Reserved a Orangeurom My Leave Entitlements and Usage Report From 2013 01 01 2013 12 31 View Leave Type Leave Entitlem Leave Pending Approval Lea
88. t 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM You may add multiple entries of immigration documents To delete an entry click on the check box next to particular entry Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete You may also upload any attachment that would support the details you have entered on the form by clicking Add under the Attachment and selecting a file from a relevant path and upload the following file by clicking Upload Job You could describe the role of the employee in the company through this feature To define the employee s job select Job from the Employee Details column and the screen as shown in Figure 7 4 will appear Click Edit to enter the job details of the employee Enter the following fields and click Save once done Job Job Title Operations Executive Job Specification Mot Defined Employment Status ale le lta cas Full Time Permanent Job Category Professsonals Sub Unit Operations Location New York Headquarters Employment Contract tart Date 7010 02 09 End Date 2013 04 30 Contact Details Mot Defined Terminate Employment Attachments Figure 7 4 Job 47 Copyright 2013 OrangeHRM Inc All Rights Reserved F QrangeHrRM You may also upload any attachment that would support the details you have entered on the form by
89. tails of a customer click on the customer s name 81 Copyright 2013 OrangeHRM Inc All Rights Reserved d QrangeHRM Customers El Customer Description E Citibank Figure 13 2 Customers List To delete an entry click on the check box next to the Customer name Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Projects The administrators are able to define the projects which were are will be managed by the company To add a project go to Time gt gt Project Info gt gt Projects and click Add a screen as shown in Figure 13 3 would appear Click Save once the fields are added Add Project Customer Name Citibank Add Customer Name Project A Project Admin John Smith Add Another Description Cancel Figure 13 3 Add Project To add a project the following needs to be entered e Customer Name needs to be defined first before adding a project name or you may simply add a customer by clicking on Add Customer below the Customer Name field e Name Name of the project to be done for the customer e Project Admin The employee assigned for the project You may assign more employees for the project e Description A brief description of the project 82 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Once you click Save the screen as shown in Fi
90. te an entry click on the check box next to particular entry It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete You may also upload any attachment that would support the details you have entered on the form by clicking Add under the Attachment and selecting a file froma relevant path and upload the following file by clicking Upload Qualifications gt Work Experience Previous work experiences ofan employee can be entered here To enter employee s previous work experience select Qualification under the Employee Details column and click Add under Work Experience and the screen as shown in Figure 8 3 will appear Add Work Experience Company UBS T Job Title Operations Executive sali 2003 02 01 To 2005 04 19 Comment g Et jE Cancel Figure 8 3 Add Work Experience Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 8 4 Work Experience DETE P ves Operations Executive 2003 02 01 2005 04 19 Figure 8 4 Work Experience 53 Copyright 2013 OrangeHRM Inc All Rights Reserved F QrangeHrM You may enter multiple entries of work experience To delete an entry click on the check box next to particular entry Itis also possible to delete multiple entries at the same time by clicking the check box en
91. tries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Licenses You can define various types of licenses which can be later used in the PIM Module To add an entry go to Admin gt gt Qualifications gt gt Licenses and click Add a screen as shown in Figure 3 7 would appear Click Save once the field is added 22 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Add License Certtiied Management Accountant CN Figure 3 7 Add License Type A list of license type s as shown in Figure 3 8 would appear once a License type is added You may also add multiple entries of licenses Licenses Figure 3 8 Licenses List To delete a license type click on the check box next to the License name It is also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete Languages Different types of languages that employees in your company speak can be defined here and can be used in The PIM Module later To add an entry go to Admin gt gt Qualifications gt gt Languages and click Add a screen as shown in Figure 3 9 would appear Click Save once the field is added 23 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Add Language Name English Figure 3 9 Add Language A list of languages as shown in Figure 4 0
92. tries you wish to delete and simply clicking Delete gt Education Education details of an employee can be entered here To enter employee s education background select Qualification under the Employee Details column and click Add under Education and the screen as shown in Figure 8 5 will appear Add Education Level Eachelor of Intormation Tech nolos Institute MIT Major Specialization Information Systems Year 2011 GPA Score 35 Cancel Figure 8 5 Add Education Click Save once all the fields are entered and the particular work experience will be listed as shown in Figure 8 6 Education GPA Score Figure 8 6 Education 54 Copyright 2013 OrangeHRM Inc All Rights Reserved OrangeHrom You may enter multiple entries of education To delete an entry click on the check box next to particular entry Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete gt Skills If an employee has any special talents or skills they can be entered here To enter an employee s skills select Qualification under the Employee Details column and click Add under Skills and the screen as shown in Figure 8 7 will appear Add Skill Skill Leadership Years of Experience 5 Comments Team leadership Cancel Figure 8 7 Add Skill Click Save once all the fields are
93. ual Leave EE 2013 01 01 2013 12 31 Entitlement Cancel Figure 10 5 Add Leave Entitlement to an employee If the Admin selects Add to Multiple Employees then the Employee field gets replaced with a Location and Sub Unit field The Admin can now select a specific location and a sub unit and assign a leave entitlement fora certain Leave Type to all employees in that location and sub unit by clicking Save as shown in Figure 10 6 Add Leave Entitlement Add to Multiple No matching employees Employees Location All C Sub Unit sain pE Annual Leave imm Operations Leave Pen 2013 01 01 2013 12 31 Entitlement A Cancel Figure 10 6 Add Leave Entitlement to Employees by Location and Sub Unit Copyright 2013 OrangeHRM Inc All Rights Reserved 66 a OrangeHrom To view an employee s leave entitlement the HR Admin can click on Leave gt gt Entitlements gt gt Employee Entitlements as shown in Figure 10 7 The Admin can type in the Employee name and select the Leave Type from the drop down as well as the Leave Period Leave Entitlements Employee Leave Type Leave Period John Smith All 2013 01 01 2013 12 31 Annual Leave Maternity Leave Sick Leave Figure 10 7 Search Employee Entitlements Clicking Search will pull up all the leave that that particular employee has been entitled as shown in Figure 10 8 Clicking Add will bring up t
94. ubmitted by his her subordinate Select Employee Employee Name Timesheets Pending Action James Olsen 2013 04 01 to 2013 04 07 Figure 14 3 ESS Supervisor View Timesheet Details The supervisor may search and view employee s timesheet through the Select Employee and by entering the employee name and clicking View Timesheet with pending action can also be viewed on the screen Click View to see the details of the timesheet under Timesheets Pending Action and the screen as shown in Figure 14 4 will appear Timesheet for James Olsen for Week 5943 94 04 to 2013 04 07 l Add Timesheet C O e e e aa s oer Citibank Project A Vendor Management 0 00 17 00 UBS Project B Recruitment 4 3 4 4 3 l 0 00 18 00 Status Submitted Timesheet Action Comment Figure 14 4 ESS Supervisor View Edit Approve Reject Timesheet 87 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom The supervisor can approve or reject a timesheet and also enter acomment They can also edit the timesheet by clicking Edit if there are any discrepancies before approving or rejecting the timesheet Once approved or rejected the particular employee will also be updated with the status and the status will change from Submitted to either Approved or Rejected The action performed by the supervisor will then be listed under Actions Performed on the Timesheet as shown in Figure
95. ure 16 7 will appear 100 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom Reject Candidate Name Vacancy Hiring Manager Current Status Notes Schedule Interview Dale Johnson Vacancy for Controller Russel Hamilton shortlisted Figure 16 7 Reject Once a candidate is shortlisted they can now be scheduled for an interview to schedule an interview select Schedule Interview from the Action drop down menu and the screen as shown in Figure 16 8 will appear Schedule Interview Candidate Name Vacancy Name Current Status Interview Title Inteniewer Name Date Time Notes Dale Johnson Vacancy for Controller Interview Scheduled Controller First Interview Jennifer Brown Add Another 2013 04 05 ren 14 00 HH MM Please attend the interview on time and in formal attire Thank you Figure 16 8 Schedule Interview Copyright 2013 OrangeHRM Inc All Rights Reserved 101 OrangeHrom Enter the following fields and click Save Click Back and the following action will then be reflected under Candidate s History as shown in Figure 16 9 Candidate s History 2013 04 03 Admin scheduled Controller First Interview on 2013 04 05 at 14 00 with Jennifer Brown for Vacancy for Controller 2013 04 03 Shortlisted for Vacancy for Controller by Admin 2013 04 03 Admin assigned the job vacancy Vacancy for Controller Figure 16 9 Candi
96. uter s network connection If your computer or network is protected by a firewall or proxy make sure that Firefox is permitted to access the Web Increase the PHP and MySQL parameters Please visit the following link to learn how to change PHP and MySQL parameters https wiki orangehrm com index php 38 29 How to increase PHP and MYSOL performance paramete rs 3F 118 Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrm 12 0 Frequently Asked Questions 1 Howto enable InnoDB supportin MySQL To enable InnoDB open my cnf file in a text editor and search for skip innodb Add the leading and restart the MySQL database server to enable InnoDB 2 I have created the MySQL database user properly with all rights and setup Conf php correctly when I login I get an error saying Client does not support authentication protocol requested by server consider upgrading MySQL client You are probably using PHP4 with a MySQL client older than 4 1 which does not support the password hash algorithm used by post MySQL 4 1 databases The work around for the problem would be to use the following commands on MySQL prompt SET PASSWORD FOR lt username gt OLD_PASSWORD lt password gt OR SET PASSWORD FOR lt username gt localhost OLD_PASSWORD lt password gt 3 After Ihave logged into OrangeHRM I sent to a Re login page which makes me login again This could bea result of sessio
97. ve Scheduled Leave Taken Leave Balance Days Days Days Days Days ents Annual 20 00 Leave 13 67 Sick Leave i l 0 0 Figure 12 1 My Leave Entitlements and Usage Report 7 4 Leave List The leave list is available to the Admin and ESS Supervisors It shows the entire leave request by the employees Note The ESS Supervisor will only see the leave list of his subordinates while the Admin can view the entire list View Action Leave Request When an employee applies fora leave his Supervisor and Admin as well if configured under Notifications will receive a mail with a link to the leave list and upon clicking on that link either the Supervisor or the Admin can approve reject or cancel the leave Alternatively an HR Admin or an ESS Supervisor may also log into the system and action the following leave requests To view Leave List go to Leave gt gt Leave List and the screen as shown in Figure 12 2 will appear You may also action the following leave request by selecting an action from the Action drop down menu 14 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Employee Name Leave Leave Number of Comments Actions Type Balance Days Days 2013 04 03 to Kevin Ryan Annual 00 L00 Pending Select Action 2013 04 05 Leave Approval 3 00 Figure 12 2 Admin ESS Supervisor Leave List Click Save once an action has been selected The following leave request in which an a
98. ve entitlements The menu will show data depending on the user type e Admin will see Add Entitlements and Employee Entitlements and has full rights e ESS User Supervisor will see Employee Entitlements subordinates only and My Entitlements and has viewing rights only e ESS User will see My Entitlements and has viewing rights only HR Admin View of Leave Entitlements This feature enables the HR Admin and other users with admin rights to Add and View Leave Entitlements for each leave type for all employees To add an entitlement to employees click on Leave gt gt Entitlements gt gt Add Entitlements and the screen shown in Figure 10 4 will appear Add Leave Entitlement Add to Multiple Employees m Employee Leave Type Annual Leave aaa 2013 01 01 2013 12 31 C Entitlement Cancel Figure 10 4 Add Leave Entitlement 65 Copyright 2013 OrangeHRM Inc All Rights Reserved a QrangeHrM The HR Admin can select the employee to assign leave to by typing his her name in the Employee textbox The Leave Type defined under Configure gt gt Leave Types can then be selected from the dropdown menu The Leave Period can then be selected The number of days to assign to that employee can then be given in the Entitlement textbox as shown in Figure 10 5 Add Leave Entitlement Add to Multiple F Employees Employee John Smith gt Leave Type Ann
99. would fall under as an Admin or ESS user type to define their user rights e Admin have access full access to the system e ESS limited access to the system It could be an ESS Supervisor or ESS Employee 1 ESS Supervisor where the user has access to his her particulars and his her subordinates particulars 2 ESS Employee where the user has access only to his her particulars Employee Name If an HR Admin is an existing employee he she needs to be defined in the PIM Module Username Status Enabled or disabled Password Confirm Password Re enter the password Add User User Role Employee Name Username Status Enabled Password Confirm Password Figure 1 2 Add User Copyright 2013 OrangeHRM Inc All Rights Reserved a OrangeHrom A list of user logins as shown in Figure 1 3 would appear once an entry is added You may also add multiple entries of user logins The default system user available will be Admin and has full access to the system Note System User Logins need to be communicated manually to employees system Users Username User Role Employee Name Status All All EZS eS oS Ea admin Admin Enabled ismith John Smith Enabled kryan Kevin Ryan Enabled Figure 1 3 System Users List To delete a system user click on the check box next to the Username It is also possible to delete multiple entries at the same time by
100. yee Name Anne Clinton j rh Reviewer Name Ryan Parker raan 2013 04 03 to 2013 04 05 Due Date 2013 04 11 Figure 19 1 Add Performance Review 113 Copyright 2013 OrangeHRM Inc All Rights Reserved Cd QrangeHrM Enter the following details and click Save Click on View on top of the screen to view the performance review details and the list of employees with the following performance review details will be listed as shown in Figure 19 2 Sea Job Title Review Period status Reviewer E Harshani Silva Pre Sales Executive 2013 04 03 2013 04 05 2013 04 11 scheduled Ryan Parker Figure 19 2 Performance Review List You may enter multiple entries of performance review for employees To delete an entry click on the check box next to particular entry Itis also possible to delete multiple entries at the same time by clicking the check box entries you wish to delete and simply clicking Delete 10 5 Reviews This feature allows you to review an employee s performance based on the KPIs for his her job role To review an employee s performance goto Performance gt gt Reviews and the screen as shown in Figure 19 3 will appear Search Performance Reviews From To Job Title Sub Division yyyy mm dd ES yy mm dd al All Employee Reviewer Type for hints Type for hints Clear E Harshani Silva Pre Sales Executive 2013 04 03 2013 04 05 2013 04 11 scheduled Ryan Parker Figure

Administrator`s User Manual for OrangeHRM Version 3.0

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